Board DocketFlorida HOA boards
Board business in one record. Not another email thread.
Board Docket is Florida HOA board correspondence software. It keeps one association-owned record per matter so directors may communicate electronically, prepare a consent agenda, and record Adopted or Not adopted only after a noticed meeting. It is not an electronic vote, not legal advice, and not HOA management software.
Reply-all scatters the packet. One director has the PDF, another has a later spreadsheet, and the thread forks. Board Docket keeps one conversation per matter and stores every attachment on that item. Directors review and reply. Members inspect what the board shares or closes. This is not a vote.
14-day trial, then $99 / month or $990 / year per association Cancel in the Customer Portal.
For management
Draft, attach files to the item, and keep one conversation. Directors are not hunting versions across personal email. After a noticed meeting, record Adopted or Not adopted.
For directors
Review what was sent to you. Reply on the record. Mark I’ve Reviewed This, Ready for Consent Agenda, or Request Board Discussion. Ready is preparation, not a vote. Silence is never ready.
For members
Updates shows stages and status. Conversation and files appear when the board shares an item or it closes. Members never post, never vote, and never see closed-session items.
Email is the problem. The docket is the file.
Board business should not live in reply-all. Varied attachments, forwarded threads, and personal inboxes are how packets disappear. Board Docket removes that issue: one centralized conversation, and every file stored on that item.
What email does
The bid goes out as a PDF. A later estimate arrives as a spreadsheet in a side thread. One director never got the addendum. Nobody can show who opened the packet.
What Board Docket does
Management opens one item and attaches the files there. Directors reply on that thread. Related documents stay with the record. The compliance table shows each board member: received, viewed, responded.
Florida HOA, as the product works
Florida Statute §720.303(2)(a) lets directors communicate electronically. It does not let them cast a board vote here. Board Docket is that distinction, in software.
Talk on the record. Do not vote here.
One thread per matter, with the files on that item. Ready for Consent Agenda is preparation, not a decision. Silence is never ready.
Decisions after a noticed meeting
Formal board action is recorded only after a duly noticed meeting. The product stores Adopted or Not adopted. There is no binding electronic board vote.
Official records stay with the HOA
The association is the tenant. Members inspect shared items and closed board records. Ending a management engagement keeps the files and the Stripe customer on the HOA.
Sourced rules, not a statute library
Each governance rule cites a source you enter: policy, governing documents, or a Florida statute. The software does not invent dollar thresholds or host Florida’s code.
This is a record for board business. It is not legal advice. Confirm process with association counsel and the current Florida Statutes.
Florida HOA FAQ · Manuals · Florida HOA governance handout for operational planning with counsel. Not legal advice. Not a statute library.
Closed session — rules of engagement
Closed session is a noticed-meeting agenda section, not an executive-session chat and not an electronic vote. Confirm process with association counsel. This is not legal advice.
How it is performed
Place a regular-track item on Closed session and state a basis: Personnel, or Meeting with association attorney. Name the roster for that segment. Talk stays on that docket item. After the noticed meeting, record Adopted or Not adopted.
Who may see it
Seated directors and the Board Administrator always see their HOA’s closed items. Management attends only if listed. Association counsel sees only the closed items they are checked onto. Standing counsel is not a blanket grant.
Restrictions
Members never see closed items on Updates, including after close. Consent items cannot move to closed. The public packet and public recap omit closed Q&A. Counsel cannot vote, record the decision, export, or open ordinary docket items.
Privilege is not automatic
Closed placement hides the item from members in the app. A records-request ZIP still needs a human exclusion with justification. Ending counsel or firing management does not delete the association’s closed-session writings.
Cost savings
Board Docket sits beside Vantaca, AppFolio, and the rest. You are not buying a second full HOA suite. You are stopping the tax of reply-all.
One docket, not seven inboxes
Management opens one item with the files. Directors reply on that thread. No chasing attachment versions across personal email.
Shorter noticed meetings
Ready items batch onto a consent agenda after directors mark Ready. That signal is not a vote. The board talks about what needs discussion, not every packet at the table.
History survives a management change
Fire or replace the company and the record stays with the association. Rebuilding years of board business out of Outlook is the expensive failure.
Inspection without archaeology
Members inspect shared or closed records. Staff can hand a ZIP of ordinary files from Official Records Inspection when a written request arrives. They can ask an attorney to exclude documents or commentary before those copies are released.
Security
Isolation is the product. The association owns the tenant. Management is a guest with a start and an end date.
This HOA cannot see that HOA
Every record is scoped to the association. Row-level isolation in the database. A director of one community has no path into another.
End the engagement, keep the files
When the board ends management access, those sessions die immediately. Documents and the Stripe customer stay on the HOA.
Sign-in stays in this browser
A 6-digit code typed in the originating browser. A forwarded email cannot steal the session. We do not use open pixels.
Private files and a real audit
Documents sit in a private store and open through signed, expiring links after sign-in. The record shows who received the item, who replied, and who marked ready. Silence is never ready.
How it works
1
Create the association
Start a trial. The HOA is the tenant and the Stripe customer.
2
Invite the board
Directors and members sign in with a 6-digit code in the same browser.
3
Open a docket item
Pick a type for what you will ask. That does not put a draft on a meeting. One thread, files, and a cited rule source.
4
Meet, then record
Consent, regular, or closed session. Formal decision only after a noticed meeting.
The product, as it looks
Sample association screens. Choose a scenario. Your live account shows your name and items.
Management opens a discussion. Directors reply on that item. Files stay with the thread. Close it as correspondence when the work is done. Choosing Correspondence does not put the item on a meeting. This is not a vote.
What you buy
- One association account, 14-day trial, then monthly or annual Checkout
- Self-managed board, or one manager plus a Board Administrator handoff
- Docket items, documents, conversation, meetings, closed session, and a ZIP backup
- Mailbox participant email (desktop three-pane client). To accepts any email address. A thread leaves Mail when it is placed on the Queue or filed onto the Docket. One conversation, not a second thread.
- Florida board posture: electronic correspondence, noticed-meeting decisions, member inspection
- The association keeps the records if the management company changes
What this is not
- Not work orders, assessments, or architectural requests
- Not a binding electronic board vote
- Not an executive-session chat or a private attorney mailbox
- Not legal advice and not a hosted Florida-statute library
- Ask in the header does not read association records — product manuals and FAQ only
- Not a native iPhone or Android app — the site is the product
Put one real board decision through Board Docket
14-day trial, then $99 / month or $990 / year per association The card is on the association. A firm may pay as agent; they never own the data. Many communities is not one-click — request a portfolio review.