The board’s work, with the paper trail
Dues on the same ledger as everything else, violations with dated notices, amenity bookings the office stops mediating, and elections where results stay sealed until voting closes.
Dues, billed to the whole community at once
A dues schedule bills every member on its own cadence and posts to the same ledger rent uses — so an owner who also rents sees one balance, not two systems disagreeing about what they owe.
Set an amount and a frequency once. Posting the run charges every member it applies to, and you can see exactly what a run produced.
Dues are charges like any other. They accept the same payments, the same autopay and the same late-fee rules, and they reach the books the same way.
A one-off charge across the community when the roof needs doing, raised the same way and just as visible to the member.
A board answers to the people who live there
Which is why the record matters more than the decision. Dated notices, sealed ballots, minuted meetings and a violation history that shows the same rule applied the same way — that is what a board is judged on when somebody disagrees.
Violations that hold up later
A violation is worth nothing without the record of what was sent and when. Every notice is kept, dated, and attached to the violation it belongs to.
First notice, second notice, final. Each one is stored against the violation with the date it went out, in order.
The whole sequence for a single violation reads as one thread, so a board member can see what has already been tried.
Levying a fine charges the member’s account like any other charge. It is collectable through the same portal, not chased separately.
Dues, fines and assessments on one balance
Not a dues system and an accounting system that quietly disagree. A member owes one number, made of whatever it is made of, and both of you are looking at the same rows when they ring to ask about it.
Amenities the office stops mediating
Members book the clubhouse themselves against real availability. You approve where approval is needed and stay out of it where it is not.
A member sees what is actually free before requesting. The double-booked clubhouse stops being a conversation.
Reservations that need review sit in a queue. Your decision reaches the member without you writing an email.
Someone who no longer needs the room releases it themselves, which is how the slot gets back to the next person.
Elections with one member, one ballot
A vote in Villagely is a proper ballot: eligibility is checked, a member votes once, and nobody — including you — sees a running tally that could influence who votes next.
Results are not visible while voting is open. A board election that leaks its own tally is not an election.
Eligibility comes from membership. A second attempt to vote is refused rather than quietly overwriting the first.
How many have voted against how many could — the number the board needs before it can act on the outcome.
Members vote where they already pay their dues. There is no separate link to distribute and no paper to count.
A board’s year, with the paper trail it is judged on.
An association is not a landlord with different words. It answers to its members, its decisions can be challenged, and the defence is always the record. Every step below produces one.
- 01
Dues go onto the same ledger as everything else
A recurring schedule posts dues into the ordinary ledger — one balance per member, not a separate dues system that has to be reconciled against the real one. Special assessments post the same way.
- 02
A violation is logged, not remembered
Reported, dated, and kept with every notice sent. Selective enforcement is the accusation boards lose on, and the answer to it is a list showing you treated the same thing the same way every time.
- 03
Fines post to the member’s account
A fine lands on the ledger the dues are on, so what somebody owes is one number. It cannot be charged twice for the same violation.
- 04
The board votes, and cannot be accused of watching
Options are frozen when the vote opens. One ballot per member, enforced by the database rather than by good manners. Results stay hidden until close, and turnout counts distinct voters, so a multi-seat election cannot manufacture a quorum.
- 05
Meetings are minuted
Agenda against the meeting, attendance recorded, minutes written and then published as a separate deliberate act — because a draft nobody approved is not a minute.
- 06
Amenities book themselves
Booking windows, maximum hours and approval where you want it, with clashes refused rather than discovered on the day. The office stops being the diary.
The rest of it.
A site for the community
Announcements, the events calendar and the governing documents on the association’s own address. See Community Website.
Owners and residents, separately
An owner who does not live in the unit and the resident who does are different people with different access.
Documents the board can publish
Bylaws and minutes can be made public deliberately. A document attached to a resident never can.
Everything above is live
Dues, violations, amenities and voting all ship today. Nothing on this page is a roadmap item.
Surveys And Polls
A third kind of vote beside motions and elections — multi-question, no quorum, no one-ballot-per-unit rule. Boards run these monthly; the regulated kind is the rarer one.
Meetings, Agendas And Minutes
Schedule a meeting, keep the agenda against it, record attendance and publish the minutes when they are approved. Minuted and published are deliberately different states.
Committees
Groups of owners who take on a piece of the board’s work, with their own members and their own tasks, so a committee’s to-do list is not lost in somebody’s inbox.
A Private Board Hub
Posts and replies the board can see and residents cannot, kept separately from resident messaging so there is no chance of the two being confused.
Before you ask us.
- Can we run a proper election, not just a poll?
- Yes, and the difference is enforced. Elections freeze their options at open, allow one ballot per member, record time and IP against each, and keep results sealed until close. Surveys are the relaxed kind and are a separate thing on purpose.
- What stops somebody voting twice?
- A unique index in the database, not a check in the application. Two ballots from one member is not something the software declines to do — it is something it cannot do.
- Do fines and dues end up in two different places?
- No, and that is deliberate. Both post to the same ledger the resident already sees, so there is one balance and one history rather than a dues system and an accounting system that quietly disagree.
- Can we show members the documents and minutes?
- Yes — every association gets a public community site on its own subdomain for documents, announcements, minutes and the calendar, included on every plan.
- Does an association get rent and leases too?
- No, and you are not charged for them. An association collects dues, has members rather than tenants, and signs no leases. Those parts of the product are absent rather than locked — charging you to not use somebody else’s module is how a product feels padded.
Run the association without the binder
Rent, leasing, maintenance, the association and the books — one system, set up in an afternoon.