Welcome to the complete user guide for HOA Management for WordPress. This documentuser managementation covers everything you need to know to manage your homeowners association using this plugin.

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Table of Contents

1. Getting Started
2. User Roles and Permissions
3. Installation and Setup
4. Admin Dashboard
5. User Management
6. Content Management
7. Voting System
8. Eligibility Rules
9. Settings and Configuration
10. Audit Log
11. Data Portability
12. System Status
13. Property Owner Portal
14. Security Features
15. Troubleshooting
16. Frequently Asked Questions

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Getting Started

What is HOA Management for WordPress?

HOA Management for WordPress is a complete solution for managing your homeowners association directly from your WordPress website. It provides:

• A secure member portal where property owners can log in, view documents, participate in votes, and manage their profiles
• Administrative tools for managing users, content, and community votes
• Document management with secure storage and access control
• A voting system with eligibility rules and result tracking
• Announcements to keep your community informed
• Security features including two-factor authentication and audit logging

Who Should Use This Plugin?

This plugin is designed for:

• Homeowners Associations (HOAs)
• Condominium Associations
• Property Management Companies
• Community Organizations
• Residential Communities

Key Terminology

Property Owner: A member of your HOA who has an account in the system. They can log in to view documents, vote, and manage their profile.

HOA Manager: A staff member or volunteer who manages the day-to-day operations of the HOA portal. They can manage users, content, and votes.

Administrator: A user with full access to all WordPress and plugin features. Typically the website owner or IT administrator.

Eligibility Rules: Conditions that determine which property owners can access certain content or participate in specific votes.

Two-Factor Authentication (2FA): An extra layer of security that requires users to enter a code from their phone in addition to their password.

Audit Log: A record of important actions taken in the system, used for security and accountability.

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User Roles and Permissions

Understanding user roles is essential for managing your HOA portal effectively. Each role has specific capabilities that determine what users can see and do.

Administrator

Administrators have complete access to all features of both WordPress and the HOA Management plugin.

What Administrators Can Do

• Access all WordPress admin features
• Configure all plugin settings
• Manage all users (create, edit, approve, reject, delete)
• Manage all content (documents, announcements, votes)
• View and export audit logs
• Configure branding and appearance
• Set up password security policies
• Manage two-factor authentication requirements
• Import and export data
• View system status and health
• Create and manage eligibility rules

When to Use This Role

Assign the Administrator role to trusted individuals who need complete control over the website and HOA portal. This is typically limited to one or two people, such as the website owner or IT administrator.

HOA Manager

HOA Managers can manage the day-to-day operations of the HOA portal without having access to core WordPress settings.

What HOA Managers Can Do

• Manage users (create, edit, approve, reject)
• Manage content (documents, announcements, votes)
• View reports and audit logs
• Configure plugin settings
• Access the property owner portal
• Cast votes (if also a property owner)
• Create and manage eligibility rules

What HOA Managers Cannot Do

• Access core WordPress settings
• Install or remove plugins or themes
• Modify WordPress users outside the HOA context
• Change critical security settings reserved for Administrators

When to Use This Role

Assign the HOA Manager role to board members, office staff, or volunteers who need to manage the HOA portal but should not have access to the underlying WordPress installation.

Property Owner

Property Owners are the members of your HOA who use the portal to stay informed and participate in community decisions.

What Property Owners Can Do

• Access the member portal dashboard
• View announcements
• Download and preview documents (based on eligibility)
• Participate in voting (if eligible)
• Update their profile information
• Upload a profile picture
• Set up two-factor authentication
• View notifications
• Reset their password

What Property Owners Cannot Do

• Access the WordPress admin area
• View other members’ personal information
• Create or manage content
• Access audit logs
• Change plugin settings
• View system status

When to Use This Role

This role is automatically assigned to members who register through the portal or are added by an administrator. All regular HOA members should have this role.

Role Comparison Table

Capability	Administrator	HOA Manager	Property Owner
Access WordPress Admin	Yes	Limited	No
Manage Users	Yes	Yes	No
Manage Content	Yes	Yes	No
Configure Settings	Yes	Yes	No
View Audit Logs	Yes	Yes	No
Access Member Portal	Yes	Yes	Yes
Cast Votes	Yes	Yes	Yes
View Documents	Yes	Yes	Yes (if eligible)
Update Own Profile	Yes	Yes	Yes

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Installation and Setup

Installing the Plugin

Automatic Installation

1. Log in to your WordPress admin panel
2. Navigate to Plugins > Add New
3. Search for “HOA Management for WordPress”
4. Click Install Now
5. After installation completes, click Activate

Manual Installation

1. Download the plugin zip file
2. Log in to your WordPress admin panel
3. Navigate to Plugins > Add New > Upload Plugin
4. Choose the downloaded zip file
5. Click Install Now
6. After installation completes, click Activate Plugin

Running the Setup Wizard

After activating the plugin, you will be redirected to the Setup Wizard. This wizard helps you configure the essential settings for your HOA portal.

Step 1: Welcome

The welcome screen introduces you to the plugin and explains what the setup wizard will help you configure. Click Get Started to begin.

Step 2: General Information

Enter your HOA’s basic information:

1. Organization Name: Enter your HOA’s official name (e.g., “Sunset Valley Homeowners Association”)
2. Contact Email: Enter the primary email address for HOA communications
3. Contact Phone: Enter the main phone number for your HOA office
4. Address: Enter your HOA’s mailing address

Click Continue to proceed.

Step 3: Features

Select which features you want to enable:

1. Enable Documents: Turn on document management to share files with property owners
2. Enable Voting: Turn on the voting system to conduct community votes
3. Require Two-Factor Authentication: Choose whether to require 2FA for different user roles
4. Select Portal Administrators: Choose which existing WordPress users should have HOA Manager access

Click Continue to proceed.

Step 4: Review and Complete

Review all your settings. If anything needs to be changed, click Back to return to previous steps.

When everything looks correct, click Complete Setup to finish the wizard.

Post-Installation Checklist

After completing the setup wizard, we recommend:

1. Configure Branding: Add your HOA logo and choose colors that match your community’s identity
2. Set Password Policies: Configure password requirements appropriate for your organization
3. Create Document Categories: Set up categories to organize your documents
4. Add Initial Content: Upload important documents and create a welcome announcement
5. Test the Portal: Create a test property owner account and verify everything works correctly
6. Invite Members: Begin adding or importing your property owners

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Admin Dashboard

The Admin Dashboard provides an overview of your HOA portal and quick access to common tasks.

Accessing the Dashboard

1. Log in to WordPress as an Administrator or HOA Manager
2. Click HOA Management in the left sidebar
3. You will see the main dashboard

Dashboard Overview

The dashboard displays:

Quick Statistics

• Total Members: The number of registered property owners
• Pending Approvals: Users waiting for registration approval
• Active Votes: Currently open votes
• Documents: Total number of documents in the system

Recent Activity

A feed showing recent actions in the system, such as:

• New user registrations
• Votes cast
• Documents uploaded
• Announcements published

Quick Actions

Buttons for common tasks:

• Add New User
• Create Announcement
• Upload Document
• Create Vote

Navigation Menu

The HOA Management menu in the WordPress sidebar includes:

• Dashboard: Main overview page
• User Management: Manage property owners and staff
• Content Management: Documents, announcements, votes, and eligibility rules
• Settings: Configure the plugin
• Audit Log: View security and activity logs
• Data Portability: Import and export data
• System Status: Check system health

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User Management

User Management allows you to add, edit, approve, and manage all users in your HOA portal.

Accessing User Management

1. Navigate to HOA Management > User Management
2. You will see a list of all users with filtering and search options

Understanding User Statuses

Registration Status

• Pending Approval: New registrations waiting for admin review
• Approved: Users who can access the portal
• Rejected: Users whose registration was denied

Account Status

• Active: Users who can log in
• Inactive: Users whose accounts are temporarily disabled

Adding Users Manually

To add a new user:

1. Click the Add New User button
2. Fill in the required information:

• Email Address: The user’s email (used for login)
• First Name: User’s first name
• Last Name: User’s last name

1. Fill in optional information:

• Display Name: How the user’s name appears in the portal
• Phone Number: Contact phone number
• Address: Street address, city, state, ZIP code
• Unit/Apt: Apartment or unit number if applicable

1. Select the Role (Property Owner, HOA Manager, or Administrator)
2. Set the Registration Status (typically “Approved” for manually added users)
3. Set the Account Status (typically “Active”)
4. Click Add User

The user will receive an email with instructions to set their password.

Approving Pending Registrations

When property owners register through the portal, they appear in the Pending Approvals tab.

To approve a user:

1. Click the Pending Approvals tab
2. Review the user’s information
3. Click the Approve button next to their name
4. The user will receive an email notification that their account is approved

To reject a user:

1. Click the Reject button next to their name
2. Optionally enter a reason for rejection
3. The user will be moved to the Rejected tab

About Rejected Users

Rejected users are not immediately deleted. They remain in the system for a configurable period (default: 7 days) in case you need to reconsider. After this period, they are automatically removed.

You can re-approve a rejected user before they are deleted by going to the Rejected tab and clicking Approve.

Editing User Information

To edit an existing user:

1. Find the user in the list (use search or filters if needed)
2. Click the Edit button or the user’s name
3. Update the information as needed
4. Click Save Changes

Bulk User Import

For adding many users at once, use the CSV import feature.

Downloading the Template

1. Click the Import Users button
2. Click Download CSV Template
3. Open the template in a spreadsheet application (Excel, Google Sheets, etc.)

Preparing Your Data

The CSV file should include these columns:

Column	Required	Description
email	Yes	User’s email address
first_name	Yes	First name
last_name	Yes	Last name
display_name	No	Display name (defaults to first + last)
role	No	property_owner, hoa_manager, or administrator
address	No	Street address
city	No	City
state	No	Two-letter state code (e.g., FL, CA)
zip	No	ZIP code (5 digits or ZIP+4)
unit	No	Apartment or unit number
phone	No	Phone number
registration_status	No	approved, pending_approval, or rejected
account_status	No	active or inactive

Importing Users

1. Click the Import Users button
2. Drag and drop your CSV file or click to browse
3. Review the validation results
4. Choose import options:

• Activation Mode: How users will set their passwords
• Duplicate Handling: What to do if an email already exists

1. Click Import Users
2. Review the import summary

Example: Importing Your Member List

Suppose you have a spreadsheet of all property owners from your previous system. Here’s how to import them:

1. Export your existing member list to CSV format
2. Open the HOA Management CSV template
3. Copy your data into the template, matching columns appropriately
4. Make sure state codes are two letters (FL, not Florida)
5. Make sure ZIP codes are in the correct format
6. Save the file as CSV
7. Import using the steps above
8. Choose “Send activation email” so users can set their own passwords
9. Review the import results and address any errors

Exporting User Data

To export user data:

1. Click the Export Users button
2. Choose export options if available
3. Click Export
4. A CSV file will download to your computer

Note: For security, administrator accounts are not included in exports.

Filtering and Searching Users

Use the filters at the top of the user list to find specific users:

• Search: Type a name or email to search
• Role: Filter by user role
• Registration Status: Filter by pending, approved, or rejected
• Account Status: Filter by active or inactive

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Content Management

Content Management is where you create and organize documents, announcements, and votes for your community.

Accessing Content Management

1. Navigate to HOA Management > Content Management
2. Use the tabs to switch between content types:

• Documents
• Announcements
• Voting
• Eligibility Rules

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Documents

The Documents tab allows you to upload and organize files for your property owners.

Document Categories

Before uploading documents, set up categories to keep them organized.

To create a category:

1. Click Manage Categories or the + button next to the category dropdown
2. Enter the category name (e.g., “Meeting Minutes”, “Financial Reports”, “Governing Documents”)
3. Optionally enter a description
4. Click Add Category

Uploading Documents

To upload a new document:

1. Click the Add Document button
2. Enter the document title
3. Select a category
4. Click Choose File or drag and drop a file
5. Optionally add a description
6. Set visibility options if using eligibility rules
7. Click Publish to make it available immediately, or Save Draft to publish later

Supported File Types

The following file types are supported:

• PDF documents (.pdf)
• Microsoft Word (.doc, .docx)
• Microsoft Excel (.xls, .xlsx)
• Microsoft PowerPoint (.ppt, .pptx)
• Images (.jpg, .jpeg, .png, .gif)
• Text files (.txt)
• Archive files (.zip)

File Size Limits

The default maximum file size is 100MB. This can be adjusted in Settings if needed.

Editing Documents

To edit a document:

1. Find the document in the list
2. Click the Edit button
3. Update the title, category, description, or visibility settings
4. To replace the file, click Replace File and upload a new version
5. Click Update to save changes

Deleting Documents

To delete a document:

1. Find the document in the list
2. Click the Delete button
3. Confirm the deletion

Note: Deleted documents are permanently removed and cannot be recovered.

Document Security

All documents are stored securely and can only be accessed by logged-in users with appropriate permissions. Direct links to document files will not work without authentication.

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Announcements

Announcements allow you to communicate important information to your community.

Creating an Announcement

To create a new announcement:

1. Click the Announcements tab
2. Click Add Announcement
3. Enter the announcement title
4. Select a category (optional)
5. Write the announcement content using the editor
6. Set visibility options if using eligibility rules
7. Click Publish to post immediately

Announcement Categories

You can organize announcements into categories such as:

• General News
• Board Updates
• Maintenance Notices
• Community Events
• Emergency Alerts

To manage categories, click Manage Categories in the Announcements tab.

Editing Announcements

To edit an announcement:

1. Find the announcement in the list
2. Click the Edit button
3. Make your changes
4. Click Update

Deleting Announcements

To delete an announcement:

1. Find the announcement in the list
2. Click the Delete button
3. Confirm the deletion

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Voting

The Voting tab is where you create and manage community votes. For detailed information about the voting system, see the Voting System section.

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Voting System

The voting system allows you to conduct community votes with full tracking and result management.

Creating a Vote

To create a new vote:

1. Navigate to HOA Management > Content Management
2. Click the Voting tab
3. Click Create Vote

Vote Details

Fill in the basic information:

1. Title: A clear, descriptive title (e.g., “2024 Budget Approval”)
2. Description: Explain what members are voting on
3. Vote Type: Choose the type of vote:

• Simple Majority: More than 50% of votes cast
• Supermajority (2/3): At least 66.7% of votes cast
• Supermajority (3/4): At least 75% of votes cast

Voting Period

Set when the vote opens and closes:

1. Start Date: When voting begins
2. Start Time: The exact time voting opens
3. End Date: When voting ends
4. End Time: The exact time voting closes

Vote Options

Add the choices members can vote for:

1. Click Add Option
2. Enter the option text (e.g., “Yes”, “No”, “Abstain”)
3. Repeat for each option
4. Drag options to reorder if needed

Linking Documents

If there are documents members should review before voting:

1. Click Link Documents
2. Select the relevant documents from the list
3. Linked documents will appear on the vote detail page

Eligibility Rules

To restrict who can vote:

1. Click Add Eligibility Rules
2. Select the rules that apply to this vote
3. Only users who meet the selected rules can cast a vote

Additional Settings

• Show Results During Voting: Whether to display running totals while voting is open
• Quorum Requirement: Minimum number or percentage of eligible voters needed for the vote to be valid

Publishing the Vote

When everything is configured:

1. Review all settings
2. Click Publish to make the vote active
3. Or click Save Draft to finish later

Example: Creating an Annual Budget Vote

Your HOA needs to approve the annual budget. Here’s how to set it up:

1. Create a new vote titled “2024 Annual Budget Approval”
2. In the description, summarize the key budget items
3. Set the vote type to “Simple Majority”
4. Set the voting period for two weeks
5. Add options: “Approve Budget”, “Reject Budget”, “Abstain”
6. Link the detailed budget document (PDF)
7. Add eligibility rule: “Property Owners in Good Standing” (if you have this rule)
8. Enable “Show Results During Voting” so members can see participation
9. Set quorum to 25% of eligible voters
10. Publish the vote
11. Send an announcement notifying members about the vote

Managing Active Votes

While a vote is active, you can:

• View Participation: See how many members have voted
• Monitor Results: View current vote counts (if enabled)
• Close Early: End the vote before the scheduled end time if needed

To close a vote early:

1. Find the vote in the list
2. Click Close Vote
3. Confirm the action

Viewing Vote Results

After a vote closes:

1. Navigate to the Voting tab
2. Find the vote in the “Closed” section
3. Click View Results

The results page shows:

• Total votes cast
• Votes for each option (count and percentage)
• Whether quorum was met
• The outcome based on the vote type

Vote History

All votes are preserved in the system for record-keeping. You can filter votes by:

• Status: Active, Closed, Draft
• Date Range: When the vote occurred
• Search: Find votes by title

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Eligibility Rules

Eligibility Rules allow you to control who can access certain content or participate in specific votes.

Understanding Eligibility Rules

Eligibility rules define conditions based on user attributes. For example:

• “All Approved Property Owners”
• “Property Owners in Good Standing”
• “Board Members Only”
• “Owners with Paid Dues”

When you assign a rule to content (a document, announcement, or vote), only users who meet that rule’s conditions can access it.

Accessing Eligibility Rules

1. Navigate to HOA Management > Content Management
2. Click the Eligibility Rules tab

Creating an Eligibility Rule

To create a new rule:

1. Click Add Rule
2. Enter a Rule Name (e.g., “Property Owners in Good Standing”)
3. Enter a Description explaining what this rule means
4. Select the Rule Type:

• Access Level: Based on user roles (all property owners, approved users, managers only)
• User Attribute: Based on user metadata (custom fields you’ve defined)

1. Configure the Rule Conditions based on the type selected
2. Select the Enforcement Behavior:

• Hide: Content is completely invisible to ineligible users
• Show Locked: Content is visible but cannot be accessed (shows a lock icon)
• Soft Warning: Content is visible with a warning message

1. Click Save Rule

Enforcement Behaviors Explained

Hide

When set to “Hide”, ineligible users will not see the content at all. It won’t appear in their document lists, announcement feeds, or vote lists.

Best for: Sensitive content that ineligible users shouldn’t know exists.

Show Locked

When set to “Show Locked”, ineligible users can see that the content exists but cannot access it. They’ll see a lock icon and a message explaining they don’t have access.

Best for: Content you want to advertise but restrict access to, such as member-only benefits.

Soft Warning

When set to “Soft Warning”, ineligible users can see the content and may be able to view it, but they’ll see a warning message. For votes, they cannot cast a vote.

Best for: Informational restrictions where you want users to know about limitations.

Applying Rules to Content

When creating or editing documents, announcements, or votes:

1. Look for the Eligibility Rules section
2. Click Add Rules
3. Select one or more rules
4. Save the content

How Multiple Rules Work

When multiple rules are assigned to content:

• Users must match at least one rule to access the content (OR logic)
• If a user matches multiple rules with different enforcement behaviors, the most restrictive behavior applies

Locking and Unlocking Rules

To prevent accidental changes to important rules:

1. Find the rule in the list
2. Click the Lock button
3. Locked rules cannot be edited or deleted until unlocked

To unlock a rule:

1. Click the Unlock button
2. Confirm the action

Example: Restricting Board Meeting Minutes

Your HOA wants board meeting minutes to be visible only to board members:

1. Create an eligibility rule called “Board Members”
2. Set the rule type to “User Attribute”
3. Configure it to check for a “board_member” user meta field set to “yes”
4. Set enforcement to “Hide” (non-board members won’t see these documents)
5. Save the rule
6. When uploading board meeting minutes, assign this rule
7. Only users marked as board members will see these documents

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Settings and Configuration

The Settings area allows you to customize how the HOA Management plugin works for your organization.

Accessing Settings

Navigate to HOA Management > Settings

The settings are organized into several sections accessible via tabs.

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General Settings

Basic configuration for your HOA portal.

Organization Information

• Organization Name: Your HOA’s official name (displayed in the portal and emails)
• Contact Email: Primary email address for HOA communications
• Contact Phone: Main phone number
• Address: Mailing address for your HOA

Portal Settings

• Portal Name: The name displayed at the top of the member portal
• Login Page: The page where the login form is displayed
• Dashboard Page: The page where the member dashboard is displayed

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Branding and Appearance

Customize the look of your member portal to match your HOA’s identity.

Logo

Upload your HOA’s logo to display on login screens and the member portal.

Logo Requirements:

• File types: JPG, PNG, WebP, or SVG
• Maximum file size: 2MB
• Recommended dimensions: 200-400 pixels wide
• Aspect ratio: Maximum 3:1 (horizontal) or 1:3 (vertical)

To upload a logo:

1. Click Choose Logo or drag and drop an image
2. Preview how it looks
3. Click Save Changes

Color Palette

Choose colors for your portal’s appearance.

Available Colors:

• Primary Color: Main accent color (buttons, links, headers)
• Primary Hover: Color when hovering over primary elements
• Background Start: Gradient background starting color
• Background End: Gradient background ending color
• Text on Primary: Text color on primary-colored backgrounds
• Text on Background: Text color on gradient backgrounds

Preset Palettes:
Choose from pre-designed color schemes:

• Ocean Blue
• Forest Green
• Sunset Orange
• Royal Purple
• Professional Gray

Or create your own custom palette.

Accessibility: The system checks that your color choices meet WCAG accessibility standards for contrast. You’ll see a warning if colors don’t provide enough contrast for readability.

Layout

Choose where the branding panel appears on login and registration screens:

• Left: Branding panel on the left, form on the right
• Right: Form on the left, branding panel on the right
• Top: Branding panel above the form
• Bottom: Branding panel below the form

On mobile devices, the layout automatically adjusts to stack vertically.

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Password Security

Configure password requirements for all users.

Password Requirements

• Minimum Length: Set the minimum number of characters (recommended: 12 or more)
• Require Uppercase: Passwords must contain at least one uppercase letter
• Require Lowercase: Passwords must contain at least one lowercase letter
• Require Numbers: Passwords must contain at least one number
• Require Special Characters: Passwords must contain at least one special character (!@#$%^&*, etc.)

Password Strength

• Minimum Strength: Set the minimum password strength level (Weak, Fair, Good, Strong)

Additional Options

• Password Expiration: Require users to change passwords after a set number of days (0 = never expires)
• Prevent Password Reuse: Number of previous passwords that cannot be reused

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Two-Factor Authentication (2FA)

Two-factor authentication adds an extra layer of security by requiring users to enter a code from their phone in addition to their password.

Enabling 2FA

You can require 2FA for different user roles:

• Require for Administrators: Strongly recommended
• Require for HOA Managers: Recommended
• Require for Property Owners: Optional (may create friction for some users)

Grace Period

When 2FA is required, you can set a grace period that gives users time to set it up:

• Grace Period Days: Number of days users have to enable 2FA before being locked out

How 2FA Works

1. User logs in with username and password
2. User is prompted to enter a 6-digit code
3. User opens their authenticator app (Google Authenticator, Authy, etc.)
4. User enters the code displayed in the app
5. If correct, user is logged in

Backup Codes

Users receive backup codes when setting up 2FA. These one-time codes can be used if they lose access to their authenticator app.

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Text Customization

Customize the text displayed throughout the portal.

Customizable Text

You can change labels and messages for:

• Login form labels and buttons
• Registration form labels and buttons
• Password reset messages
• Dashboard welcome messages
• Error messages
• Success messages

Importing and Exporting Text Settings

To transfer text customizations between sites:

1. Click Export Text Settings to download current settings
2. On another site, click Import Text Settings and upload the file

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Data Retention

Configure how long certain data is kept in the system.

Rejected User Retention

• Retention Period: Number of days to keep rejected user accounts before automatic deletion
• Set to 0 to delete rejected users immediately

Audit Log Retention

• Retention Period: Number of days to keep audit log entries
• Older entries are automatically deleted

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Advanced Settings

Additional configuration options.

File Upload Settings

• Maximum File Size: Maximum size for uploaded documents (in MB)
• Allowed File Types: File extensions that can be uploaded

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Audit Log

The Audit Log records important actions taken in the system for security and accountability.

Accessing the Audit Log

Navigate to HOA Management > Audit Log

What’s Recorded

The audit log tracks:

User Actions

• Login attempts (successful and failed)
• Password changes
• Profile updates
• 2FA setup and usage

Administrative Actions

• User approvals and rejections
• User account changes
• Role changes

Content Actions

• Document uploads and deletions
• Announcement creation and updates
• Vote creation and closure

Security Events

• Failed login attempts
• Suspicious activity
• Permission denied events

Viewing the Audit Log

The log displays:

• Date/Time: When the action occurred
• User: Who performed the action
• Action: What was done
• Details: Additional information about the action
• IP Address: Where the action originated

Filtering the Log

Use filters to find specific entries:

• Date Range: Filter by time period
• User: Filter by specific user
• Action Type: Filter by type of action
• Search: Search in action details

Exporting the Log

To export audit log data:

1. Apply any filters you want
2. Click Export
3. Choose the format (CSV)
4. Download the file

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Data Portability

Data Portability allows you to export and import data for backup, migration, or compliance purposes.

Accessing Data Portability

Navigate to HOA Management > Data Portability

Exporting Data

Full Export

To export all plugin data:

1. Click Export All Data
2. Select what to include:

• Users and profiles
• Documents and categories
• Announcements
• Votes and results
• Settings

1. Click Export
2. Download the export file

Selective Export

To export specific data:

1. Choose the data type from the tabs
2. Apply any filters
3. Click Export

Importing Data

Preparing for Import

Before importing:

1. Back up your current data
2. Review the import file format
3. Understand that imports may overwrite existing data

Performing an Import

1. Click Import Data
2. Select the import file
3. Review the preview showing what will be imported
4. Choose how to handle conflicts
5. Click Import
6. Review the import results

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System Status

System Status shows the health of your HOA Management installation.

Accessing System Status

Navigate to HOA Management > System Status

Status Information

Plugin Information

• Current version
• Database version
• Installation date

System Requirements

• PHP version (and whether it meets requirements)
• WordPress version
• Database type and version
• Required PHP extensions

Database Status

• Table status
• Record counts
• Database size

File System

• Upload directory status
• File permissions
• Available disk space

Scheduled Tasks

• Cron job status
• Next scheduled runs

Troubleshooting with System Status

If something isn’t working correctly:

1. Check System Status for any red warning indicators
2. Verify all requirements are met
3. Check file permissions if uploads aren’t working
4. Verify cron jobs are running if scheduled tasks aren’t executing

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Property Owner Portal

The Property Owner Portal is the member-facing area where property owners access their dashboard, documents, votes, and profile.

Accessing the Portal

Property owners access the portal by:

1. Visiting your website’s login page
2. Entering their email and password
3. Completing 2FA if enabled
4. Being directed to their dashboard

Registration

New property owners can register for an account:

1. Click the Register link on the login page
2. Complete the multi-step registration form:

• Step 1: Email and password
• Step 2: Personal information (name, phone)
• Step 3: Address information
• Step 4: Review and submit

1. Wait for admin approval (if required)
2. Receive approval email
3. Log in to the portal

Login

To log in:

1. Enter your email address
2. Enter your password
3. Click Log In
4. If 2FA is enabled, enter the code from your authenticator app

Forgot Password

If you forget your password:

1. Click Forgot Password on the login page
2. Enter your email address
3. Click Send Reset Link
4. Check your email for the reset link
5. Click the link and create a new password

Dashboard Overview

After logging in, property owners see their dashboard with:

Welcome Banner

A personalized greeting with their name

Quick Stats

Cards showing:

• Unread announcements
• Active votes
• Available documents

Activity Feed

Recent items organized by tabs:

• All: Everything combined
• Announcements: Community announcements
• Votes: Active and recent votes
• Documents: Recently added documents

Navigation Sidebar

Links to:

• Dashboard (home)
• Documents (organized by category)
• Voting
• Profile
• Sign Out

Viewing Announcements

To view announcements:

1. Click an announcement card on the dashboard, or
2. Navigate to the Announcements section
3. Click an announcement to read the full content

Announcements marked with “New” were published within the last 7 days.

Accessing Documents

To view and download documents:

1. Click Documents in the sidebar, or
2. Click a document category to see documents in that category
3. Click a document to view details
4. Click Preview to view the document in your browser (for supported types)
5. Click Download to save the document to your computer

Document Eligibility

Some documents may be restricted. If you see a lock icon, you don’t have access to that document. Contact your HOA administrator if you believe you should have access.

Participating in Votes

Viewing Active Votes

1. Click Voting in the sidebar
2. See all active votes you’re eligible to participate in
3. Each vote card shows:

• Vote title
• Description
• Deadline
• Your eligibility status

Casting Your Vote

1. Click on a vote to open the detail page
2. Review the vote description
3. Review any linked documents
4. Select your choice
5. Click Submit Vote
6. Confirm your selection
7. See the confirmation message

Your vote is recorded and cannot be changed.

Viewing Results

After a vote closes:

1. Navigate to Voting > Past Results
2. Click on a closed vote
3. View the results including:

• Total votes cast
• Votes per option
• Whether quorum was met
• The outcome

Managing Your Profile

Viewing Your Profile

1. Click your name or profile picture in the sidebar
2. View your current information

Updating Your Information

1. Go to your profile
2. Click Edit Profile
3. Update your information:

• Display name
• Phone number
• Address

1. Click Save Changes

Changing Your Profile Picture

1. Go to your profile
2. Click on your current picture or the placeholder
3. Upload a new image
4. Adjust the crop area if needed
5. Click Save

Changing Your Password

1. Go to your profile
2. Click Change Password
3. Enter your current password
4. Enter your new password
5. Confirm your new password
6. Click Update Password

Setting Up Two-Factor Authentication

If 2FA is available or required:

1. Go to your profile
2. Click Security or Two-Factor Authentication
3. Click Enable 2FA
4. Scan the QR code with your authenticator app
5. Enter the verification code
6. Save your backup codes in a secure location
7. Click Complete Setup

Notifications

The notification bell in the header shows unread notifications:

1. Click the bell icon to see notifications
2. Click a notification to view details
3. Click Mark as Read to dismiss

Notification types include:

• New announcements
• Votes ending soon
• Vote results published

Signing Out

To sign out:

1. Click Sign Out in the sidebar, or
2. Click your profile and select Sign Out

Always sign out when using a shared or public computer.

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Security Features

HOA Management includes several security features to protect your data and users.

For Administrators

Password Policies

Configure strong password requirements to prevent weak passwords:

• Minimum length (12+ characters recommended)
• Character requirements (uppercase, lowercase, numbers, symbols)
• Password expiration
• Prevent password reuse

Two-Factor Authentication

Require 2FA for administrative accounts to prevent unauthorized access even if passwords are compromised.

Audit Logging

Monitor all significant actions in the system:

• Review logs regularly for suspicious activity
• Export logs for compliance requirements
• Set appropriate retention periods

Rate Limiting

The system automatically limits login attempts to prevent brute-force attacks.

Secure File Storage

Documents are stored securely:

• Files are not directly accessible via URL
• Access requires authentication
• Downloads are logged in the audit trail

For All Users

Creating Strong Passwords

• Use at least 12 characters
• Include uppercase and lowercase letters
• Include numbers and special characters
• Don’t use personal information
• Don’t reuse passwords from other sites

Protecting Your Account

• Enable two-factor authentication
• Don’t share your password
• Log out when using shared computers
• Report suspicious activity to your HOA administrator

Recognizing Phishing

Be cautious of:

• Emails asking for your password
• Links to unfamiliar login pages
• Urgent requests for personal information

Your HOA will never ask for your password via email.

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Troubleshooting

Common Issues

Can’t Log In

Problem: You enter your credentials but can’t access your account.

Solutions:

1. Verify you’re using the correct email address
2. Check that Caps Lock is not on
3. Try resetting your password using “Forgot Password”
4. Contact your HOA administrator if your account may be inactive or pending approval

Forgot Password Not Working

Problem: You don’t receive the password reset email.

Solutions:

1. Check your spam/junk folder
2. Verify you’re using the email address associated with your account
3. Wait a few minutes and try again
4. Contact your HOA administrator to verify your email address

2FA Code Not Accepted

Problem: The code from your authenticator app is rejected.

Solutions:

1. Make sure you’re entering the current code (they change every 30 seconds)
2. Check that your phone’s time is accurate (enable automatic time)
3. Try the next code that appears
4. Use a backup code if available
5. Contact your HOA administrator to reset your 2FA

Document Won’t Download

Problem: You click download but nothing happens.

Solutions:

1. Check if pop-ups are blocked in your browser
2. Try right-clicking and selecting “Save Link As”
3. Try a different browser
4. Check if you have permission to access the document

Can’t Cast Vote

Problem: The vote button is disabled or you see an eligibility message.

Solutions:

1. Check if the voting period is still open
2. Verify you meet the eligibility requirements
3. Check if you’ve already voted (you can only vote once)
4. Contact your HOA administrator if you believe you should be eligible

Profile Picture Won’t Upload

Problem: You get an error when uploading a profile picture.

Solutions:

1. Check the file size (must be under 2MB)
2. Use a supported format (JPG, PNG, WebP)
3. Try a different image
4. Clear your browser cache and try again

Error Messages

“Session Expired”

Your login session has timed out. Log in again to continue.

“Permission Denied”

You don’t have access to this feature. Contact your HOA administrator if you need access.

“Invalid Security Token”

The page has been open too long. Refresh the page and try again.

“File Type Not Allowed”

The file you’re trying to upload is not a supported type. Check the allowed file types in Settings.

Getting Help

If you can’t resolve an issue:

1. Check this documentation for guidance
2. Contact your HOA administrator
3. For technical issues, administrators can check System Status for diagnostic information

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Frequently Asked Questions

User Management

How do I reset a user’s password?

As an administrator:

1. Go to HOA Management > User Management
2. Find the user and click Edit
3. Click Send Password Reset Email
4. The user will receive an email with a link to create a new password

Can property owners have multiple addresses?

Currently, each user account is associated with one address. If a property owner has multiple properties, they would need separate accounts for each, or you can note additional properties in a custom field.

What happens to rejected users?

Rejected users are kept in the system for a configurable period (default: 7 days) before being automatically deleted. This allows you to reconsider and approve them if needed. You can change this period in Settings > Data Retention.

How do I change a user’s role?

Role changes are made through the WordPress Users screen:

1. Go to Users in the WordPress admin menu
2. Find the user and click Edit
3. Change the role in the Role dropdown
4. Click Update User

Content

What file types are supported for documents?

Supported types include: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, JPG, JPEG, PNG, GIF, TXT, and ZIP. You can customize this list in Settings > Advanced.

How do I change the HOA logo?

1. Go to HOA Management > Settings > Branding
2. Click Choose Logo or drag and drop a new image
3. Click Save Changes

Can I customize the portal colors?

Yes. Go to HOA Management > Settings > Branding and either choose a preset palette or create custom colors.

Can I schedule announcements for future publication?

Currently, announcements are published immediately. To schedule content, you can save it as a draft and publish it manually at the desired time.

Voting

What happens if a vote doesn’t reach quorum?

If a vote closes without meeting the quorum requirement, the results page will indicate that quorum was not met. The outcome may be considered invalid according to your HOA’s bylaws. You may need to extend the voting period or conduct a new vote.

Can users change their vote?

No. Once a vote is submitted, it cannot be changed. This ensures vote integrity. Users are asked to confirm their selection before submitting.

Can I see who voted for what?

For privacy, individual votes are not displayed. Administrators can see who has voted but not how they voted. Only aggregate results are shown.

Security

How long are audit logs kept?

By default, audit logs are kept for 365 days. You can change this in Settings > Data Retention.

Is the portal secure for mobile devices?

Yes. The portal is fully responsive and works on mobile devices. All security features (including 2FA) work on mobile.

What authenticator apps work with 2FA?

Any TOTP-compatible authenticator app works, including:

• Google Authenticator
• Microsoft Authenticator
• Authy
• 1Password
• LastPass Authenticator

Technical

Does the plugin work with caching plugins?

Yes, but you may need to exclude the member portal pages from caching to ensure logged-in users see their personalized content.

Can I use the plugin on a multisite installation?

The current version is designed for single-site installations. Multisite support is not currently available.

What happens to data if I uninstall the plugin?

When you uninstall (not just deactivate) the plugin, all plugin data is removed, including custom database tables and options. Always back up your data before uninstalling.

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Appendix

Keyboard Shortcuts

The portal supports standard keyboard navigation:

• Tab: Move between form fields and buttons
• Enter: Submit forms or activate buttons
• Escape: Close modal dialogs

Browser Compatibility

The portal is tested and supported on:

• Google Chrome (latest)
• Mozilla Firefox (latest)
• Microsoft Edge (latest)
• Safari (latest)
• Mobile browsers (iOS Safari, Chrome for Android)

File Size Limits

• Documents: 100MB (configurable)
• Profile Pictures: 2MB
• Logo: 2MB

Privacy and Data Handling

Data Stored

The plugin stores:

• User account information (names, emails, addresses, phone numbers)
• Authentication logs
• Voting records
• Document access logs
• Audit trail data

Data Location

All data is stored in your WordPress database and uploaded files directory. No data is sent to external services.

GDPR Considerations

The plugin provides tools for:

• Exporting user data
• Deleting user accounts
• Audit logging for accountability

Consult with legal counsel for specific GDPR compliance requirements for your organization.

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This documentation is for HOA Management for WordPress version 1.0.1. Features and interfaces may vary in other versions.