HOA Website Assessment

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Your community & contact

Association / community name

Your name & role

Email address

Phone (optional)

Existing website URL (if any)

1

Site management preference

RequiredAffects pricing

How do you prefer to manage website content after launch?

Fully managed — SpreadSEO handles all updates and changes on your behalf Self-managed — Your team logs in and updates content Hybrid — Split between your team and SpreadSEO

Does the person managing the site have WordPress experience?

Yes, comfortable Some, may need guidance No WP experience

2

Legal & compliance requirements

Required

Are you aware of a state or local law requiring your association to publish documents or maintain a compliant website?

The applicable statute depends on how your community is legally structured. Expand the guide below to find your chapter.

Yes — I know which law applies to us I believe so, but unsure of the specifics Not aware of any specific requirement

Florida statute guide — which law applies to your community?

Chapter 720 & HB 1203 — Standard HOAs Most common ▼

Applies when residents own their home and their individual lot. Communities with 100 or more parcels are legally required under Florida Statute 720.303 to maintain a compliant website effective January 1, 2025.

Key website requirements

A publicly accessible website hosted on your own domain
A password-protected private portal accessible only to unit owners and association staff
Official records posted in the private portal: bylaws, CC&Rs, rules, annual budget, financial statements, insurance policies, board certifications, executed contracts, reserve studies, and inspection reports
Meeting minutes, agendas, and notice of meetings posted within required timeframes
Video recording links for remote meetings (HB 913, 2025)
All records retained for a minimum of 7 years
Non-compliance may result in personal board-member liability and potential criminal charges for directors

Direct mandatory requirement

Chapter 718 — Condominium Associations Condos ▼

Applies to condominium associations. Parallel website and records disclosure obligations apply under FS 718.111, with the same 100-unit threshold as Chapter 720.

Key website requirements

A publicly accessible website on the association's own domain
A password-protected portal for unit owners and staff
Declaration of condominium, bylaws, rules and regulations, budgets, financial statements, and insurance policies posted in the private portal
Meeting minutes and board meeting notices published within required timeframes
Records retained for a minimum of 7 years
Board members who fail to comply are subject to personal liability

Direct mandatory requirement

Chapter 719 — Cooperative Act Co-ops ▼

Applies when the community is structured as a co-operative — residents own shares in a corporation that holds title to the land rather than individual lots. Chapter 720 and HB 1203 do not directly apply to co-ops. However, Chapter 719 still imposes record-keeping and member access obligations.

Key obligations affecting your website

The association must maintain official records including articles of incorporation, bylaws, rules, financial statements, insurance policies, and executed contracts
Members have the right to inspect and copy official records upon written request
A website with a secure member portal is the most practical and legally defensible way to satisfy this obligation
Florida legislation is actively moving to extend mandatory website requirements to co-ops — getting ahead of this now avoids a scramble later
Board members who obstruct record access may face legal action from members

Indirect obligation — website strongly recommended

Chapter 723 — Florida Mobile Home Act Mobile homes ▼

Applies when mobile home owners rent or lease their lot from a park or co-op corporation (10 or more lots). Governs lot rental terms, rent increases, eviction procedures, and homeowners association rights under FS 723.075–723.079. For mobile home co-ops, Chapter 723 and Chapter 719 typically apply simultaneously.

Key obligations affecting your website

Members have a statutory right to inspect and copy all official association records at any time — a website portal is the most efficient way to fulfill this
Association must maintain: articles of incorporation, bylaws, rules, financial records, insurance policies, contracts, meeting minutes, and member roster
Board must give proper notice of meetings, lot rental increases, and rule changes — a website makes this trackable and defensible
If the co-op owns the land, Chapter 719 record obligations stack on top of Chapter 723
Members may seek mandatory binding arbitration if record access is denied (FS 723.1255)

Chapter 719 + 723 may apply together

Not sure which chapter applies? That is very common — and it matters. We recommend consulting your association attorney to confirm which statute governs your community. Once you know, please let us know in your submission or during our discovery call so we can build your site to satisfy the correct requirements.

Community size

Approximately how many units / parcels does your community have?

Under 50 50 – 99 100 – 299 300+

3

Private portal & access levels

RequiredAffects scope

Does your site need a password-protected area?

Public site only — no login needed Yes — one shared portal for all residents Yes — separate levels for residents and board members Board / admin only — no resident portal yet

Do you want a simplified board dashboard so directors can upload documents and post announcements without full admin access?

Yes, simplified board dashboard No, full WP admin is fine Not sure yet

4

Document library

Required

Does your community need a document library on the website?

Yes No

5

Language & bilingual support

Affects scopeOptional

Does the website need to support more than one language?

English only English + French English + Spanish Other combination

Who will provide the translated content?

We will provide all translations We need help with translation AI translation is acceptable for most content

6

Email setup & migration

RequiredAffects scope

What type of email account does your HOA currently use for official communication?

Gmail (e.g. hoaname [at] gmail.com) Hotmail / Outlook / Yahoo Domain email (e.g. hoa [at] yourcommunity.com) No official email yet

Note: Domain-based email requires careful handling during migration to avoid any service interruption. Please answer the questions below so we can plan accordingly.

Do you have an up-to-date backup of your email and contacts?

Yes, recent backup exists No / not sure

Who currently hosts your domain email? (e.g. the company that manages your email server)

How many separate email accounts does your association currently have?

e.g. president [at] yourdomain, manager [at] yourdomain, info [at] yourdomain, etc. Each account with existing email history adds complexity to a migration.

1 account 2 – 4 accounts 5 or more

Will you need email migration services as part of this project?

Migrating existing emails with large inboxes to a new server is a separate billable service. If you prefer to keep your current email host and only update the website, we can work around it.

Yes — migrate existing emails and contacts to new host No — keep current email host, just update website Not sure yet — advise us during the discovery call

7

Custom contact & request forms

OptionalAffects scope

Does your community need custom forms beyond a basic contact form?

Custom forms are a public-access alternative to a private request portal — residents fill them out without logging in. Common examples: maintenance requests, parking permits, violation reports, amenity reservation requests, event RSVPs, and renovation approvals. Note: if residents need to submit forms and track their status privately, that requires a member portal instead.

Yes — we need custom forms No — a basic contact form is enough Not sure yet

How many custom forms do you estimate needing (not counting the standard contact form)?

1 – 2 forms 3 – 5 forms More than 5

List the form types you have in mind (optional)

8

For sale listings

Optional

Does your community want a section displaying units currently for sale?

Yes — a public listings section with photo gallery No

Who will post and manage the listings?

Board / admin (via site login) SpreadSEO posts on our behalf Individual owners submit their own listings

Important: Allowing individual owners to submit their own listings requires a private member portal with owner-level login access. This adds scope and cost to the project if a portal is not already planned. We will assess the best approach during your discovery call.

How many active listings do you typically have at any one time?

1 – 5 listings 6 – 15 listings More than 15

9

HOA payment processing

High impactOptional

Does your community want to collect HOA fees or assessments through the website?

Yes — we want this at launch Not now, but interested for the future No — we collect fees through other means

10

Content & hosting migration

RequiredAffects scope

Do you need content migrated from your existing website to the new one?

This includes documents, images, event archives, news posts, announcements, or any other content currently on your old site.

Yes — migrate existing content and files Partially — only select content worth keeping No — we will start completely fresh

What type of content needs to be migrated? (check all that apply)

Documents & PDFs Photos & image galleries News posts & announcements Event history / calendar Member list or resident data

Do you also need hosting migration (moving the site to a new server)?

Yes — move to SpreadSEO hosting No — keep current host Not sure yet

11

Domain, hosting & credentials

Required

If you have an existing website, do you know who your domain and hosting providers are?

Yes — I have this information I know one but not both No — I am not sure We do not have an existing site

Domain registrar (if known)

Hosting provider (if known)

Do you currently have access credentials for the following? (check all that apply)

WordPress admin login (site backend) Domain registrar account Hosting / cPanel account None of the above / not sure

Security note: Never share passwords in this form. If credentials are missing, we will walk you through a secure recovery process during onboarding — this is very common and fully solvable.

12

Timeline & anything else

Open

When do you need the website to be live?

ASAP — within 4 weeks 1 – 3 months 3 – 6 months Flexible / just planning

Anything else we should know about your community or project?

HOA Website Assessment

Assessment received!