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How Important Is HOA Management Software Customer Support?

HOA management software is a major investment for many associations. Board members often choose a program that fits their budget and resources. However, to make the most of this investment, it’s important to have features that will help your community become more productive and efficient. One such feature is customer support. Here’s why HOA management software customer support is important.

 

Basics of HOA Management Software Customer Support

HOA management software has become a staple in many residential communities. The computer program takes care of the tedious administrative tasks that most associations deal with on a daily basis. For instance, sending invoices, responding to homeowner requests, tracking payments, and scheduling maintenance work takes up a lot of time.

With these day-to-day tasks taken care of, board members and managers can spend their time focusing on more pressing community matters such as financial planning and capital improvement projects.

HOA management software may require upfront or recurring costs, but it is a worthwhile investment. As administrative tasks become automated, HOAs can increase their efficiency and productivity levels.

When choosing an HOA management software, board members will choose features that are most essential to their association. The most popular features include accounting and financial management, communication tools, online payment systems, an easy-to-use interface, intricate reporting capabilities, and so on. However, one feature that many associations do not seem to consider is customer support.

 

Why Is HOA Software Customer Support Important?

HOA management software can make your life as a board member so much easier — but only if you’re able to use the program properly. Adapting to new technology can be confusing, especially as you come across technical issues. Customer support is essential because it allows you to maximize the benefits of your HOA management software. Here are the benefits of HOA or property management software customer support.

 

1. Easy Troubleshooting for Common Technical Issues

It will take associations some time before they can be truly comfortable with their new HOA management software. You may experience a lot of technical issues as you transition your manual operations to a digital system. There will be times when you won’t know how to deal with even the most common issues.

With customer support, HOA board members can easily find solutions to their problems. HOA management software customer support will already have documentation and guides that address common issues. A customer support agent can walk you through the necessary steps for troubleshooting your management software. Thus, you won’t have to waste time aimlessly tinkering with the program. You can deal with technical issues in a matter of minutes.

 

2. 24/7 Online Support for HOA Management Software

One of the best advantages of customer support is being able to receive help any time that you need it. Since board members also lead busy lives, some can only work on association matters at night. If you encounter any software issues late at night, you may have to postpone what you are doing until the next day or when business hours resume.

With 24/7 online support, there will always be someone who can assist you with your software issues. This is extremely beneficial for board members who are operating in a limited time. Customer support can help you become more productive because there won’t be technical issues getting in your way.

 

3. Seamless Integration with HOA Management Software

Customer support is designed for seamless integration with your HOA management software, official website, and even social media accounts. Customer support can access a homeowner’s request history, track pending tasks, access documents and reports, monitor homeowner and board communications, and so on. When customer support interacts with homeowners and board members, they will be able to draw upon relevant information to provide you with the best possible solution.

 

4. Assist Homeowners with Their Software Concerns

HOA management software customer support isn’t just for board members. Homeowners can benefit from this feature as well. If homeowners encounter problems with the online payment system or members portal, they can contact customer support for assistance. If you have a self-service option, homeowners can also resolve their problems on their own. The customer support feature will provide them with helpful guides and FAQs.

This helps lighten HOA boards’ workloads as well. You won’t have to constantly deal with calls, texts, or emails from homeowners who are having problems with the HOA management software. The time you spend dealing with these concerns can be better spent on other HOA management tasks.

 

5. Different Options for HOA Management Software Customer Support

Just like HOA management software, customer support comes in many different forms. You can choose an option that is best suited for the needs of your association. Here are the different types of customer support:

  • Phone Support: This is the most traditional type of customer support where a live customer service agent will help you with your concerns.
  • Interactive Voice Response: This option utilizes artificial intelligence to respond to your concerns. Based on your query, the IVR representative can access useful information or transfer you to a live agent.
  • Live Chat Support: Live chat can help address your concerns in a very timely manner. It’s a great alternative to phone support.
  • Email Support: Email may take longer than other customer support options. However, this is useful if you have long queries or complex issues as you have the medium to write down all relevant information.
  • Self-Service Support: Self-service allows you to explore different avenues and find the best solution to your problem. Since there is minimal interaction, this option is best for those who have non-urgent concerns.

 

Consider the Added Benefits of HOA Management Software Customer Support

Choosing HOA management software can be tedious and time-consuming. Board members want to find the best program for their association but also want to keep costs as low as possible. Many associations go with the bare minimum for this reason. However, since you are already making a major investment, why not maximize its benefits? With HOA management customer support, you will have the assistance you need to deal with minor to complex issues. You’ll be able to better navigate the ins and outs of your HOA management software, ensuring the highest levels of productivity and efficiency.

Ready to take the next step? Feel free to contact the Condo Manager team today! Call us at (800)-626-1267, email us at sales@condomanagerusa.com, or contact us online for a free demo or to learn more about our HOA software solutions.

 

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How Can An HOA Email System Improve Communications In The Community

Communication will always remain an essential part of managing a homeowners association. One of the ways HOA boards stay in touch with residents is through newsletters, though, it is now an outdated form of communication. Make the switch to an HOA email system to help improve communications within your community.

 

Which HOA Email System Will Work for Your Community?

For the longest time, homeowners associations have been using printed newsletters to spread information and make announcements en masse to the community. Although there is no law that requires HOAs to send regular newsletters to its members, it has become a reliable form of communication.

In the information age, though, it no longer makes sense to print out HOA newsletters and send them individually to homeowners. Organizations everywhere, from large corporations to small businesses, are making the shift to a digital platform. HOAs are not exempt from this.

There are many benefits to going paperless. With emails, it is no longer necessary to print out hard copies and mail them to individual homeowners. This cuts back on printing and mailing costs.

Additionally, email systems offer prompt delivery, which means you can disseminate information immediately. Other than that, email systems also save time on designing, allows you to rectify mistakes at once, are generally more interactive, and allow for easy filing.

There are several email systems associations can use to their advantage. Some of these services come free, while others offer paid subscriptions. Here are the best HOA email systems you can use in your community:

 

1. AWeber

As one of the oldest email systems in the business, AWeber has spent years perfecting its services. This HOA email communication system is great for associations with no design background.

AWeber allows you to create custom emails using its drag and drop functionality, barring the need for coding. There is also an email template designer that uses AI technology to automatically create professional and engaging emails in a matter of seconds.

If you prefer to use templates that have already been created for you, AWeber has a library full of free templates to choose from. No more endless nights of designing newsletters and emails!

Additionally, AWeber makes it easy for you to analyze data such as key performance indicators (KPIs). It consists of pre-built reports that you can access any time, from a computer or on the go. Its mobile app, AWeber Stats, gives you access to all this data in one seamless location from your mobile device.

Other features include:

  • Automated Tagging
  • List Management
  • Sign Up Forms
  • Autoresponders
  • And more!

AWeber is a smart choice for small associations with a finite number of homeowners. Its services come free for up to 500 subscribers, with some limitations, of course. After that, prices start at $19 a month and only increases as you gain more subscribers.

 

2. Constant Contact

When it comes to sending emails to the HOA community, nothing makes the job easier than Constant Contact. This email service is one of the easiest systems to use, which makes it perfect for beginners.

With Constant Contact, you can manage your homeowner contacts, email lists, and templates with ease. It has a smart email editor that allows you to drag and drop items to customize your emails. Its automation feature also makes it easy for your HOA to send welcome emails to new homeowners and resend emails to those who have yet to open theirs.

If your association is conducting a survey or poll, you can do it straight from this HOA email system. You can even create, manage, and promote events, as well as collect and track online donations right from your computer.

Furthermore, Constant Contact also comes with data analytics tools. With these tools, you can see which homeowners are opening your emails and clicking on the links inside of them.

Other features include:

  • Free Image Library
  • Built-In Social Media Sharing Tools
  • List Segmentation
  • And more!

If you have a problem with their services, Constant Contact makes it easy for you to reach out to them. They have a variety of customer support outlets, such as live chat, email, and phone calls. You can also find help from its online community or resources.

The catch, though, is that Constant Contact does not come free. You can opt to take advantage of their 30-day free trial offer, but it will cost you $20 to $45 per month after that.

 

3. GetResponse

AWeber GetResponse MailChimp | HOA newslettersIf you are looking for something a little cheaper than Constant Contact, then consider GetResponse. It boasts most of the same features, but prices start at $15 a month instead of $20.

With GetResponse, you can create HOA emails with ease. It also has an autoresponder feature that you can use to welcome, follow-up, or educate homeowners. You can turn on its notifications as well to let you know when emails have been received by the other party. True to its name, GetResponse also has a survey and polls feature that you can use to gather homeowner feedback straight from the system.

Perhaps one of its most outstanding features, though, is Webinars. With the help of this tool, you can get in touch with your membership live. You can share your screen with others as well as brainstorm ideas with the help of GetResponse’s whiteboard. These features are especially useful for remote meetings or sessions.

Other features include:

  • Data Analytics
  • Attractive Form Templates
  • List Segmentation
  • Integration with Google Docs, OptinMonster, ZenDesk, and SalesForce
  • And more!

You can sign up for a 30-day free trial with no credit card required. After that, GetResponse plans start at $15 a month for a list size of 1,000 subscribers.

 

4. MailChimp

MailChimp is one of the most popular and well-known email systems in the world. Just like other HOA email systems, MailChimp comes with a drag and drop feature, allowing you to create emails in a matter of minutes. It also boasts free templates that you can use if you lack the time to design one yourself. If you have a knack for coding, you can design your own templates.

Additionally, MailChimp has a great mobile app that allows you to create and send emails from basically anywhere. This service also has transactional email functionalities. With this, you can send personalized emails with no problem at all.

Similar to other email services, MailChimp also has analytics that you can access at any time. You can learn about homeowner behavior when it comes to emails and newsletters, as well as gain valuable insight on the go with the mobile app. If you need something simple without all the frills of more advanced systems, MailChimp should be a good option.

Other features include:

  • Autoresponders
  • List Segmentation
  • Integration with WordPress, Shopify, Magento, etc.
  • And more!

MailChimp’s free plan offers all the email features and tools you need at absolutely no cost. But, this plan is limited to only 2,000 contacts, which makes it perfect for associations with small memberships. MailChimp’s paid subscription starts at $9.99 per month for up to 50,000 contacts.

 

5. SendinBlue

For a system that combines emails and SMS, SendinBlue is a great service to try. As with other platforms, you can use this service’s drag and drop feature to create mesmerizing emails and newsletters without the need for a design or coding background.

Emails are not the only thing you can take advantage of with SendinBlue. You can also send text messages to homeowners and make the process easier with SMS templates. Other than that, if you have an HOA website, you can integrate live chat support for homeowners looking for real-time answers.

Additionally, this email system allows you to track and analyze statistics as they occur. You also have access to built-in reports and learn which homeowners are engaging with your emails. With all this and more, SendinBlue is truly your one-stop solution for all things communication.

Other features include:

  • Transactional Email
  • Sign Up Forms
  • List Segmentation
  • And more!

SendinBlue subscription plans start at $25 a month. Though, you can make use of its free plan, which lets you send up to 300 emails per day — well above what a homeowners association needs.

 

Making the Switch

The initial stage of the transition will come with a few challenges. Some homeowners may not be open to making the switch to a digital platform, especially older and less tech-savvy members. Others may feel apprehensive because personal data (email addresses) is involved. Soothe their anxieties by assuring them that their email addresses will remain confidential and will only be used for HOA communication purposes.

If there are any homeowners who still refuse to share their HOA email address with you, don’t force them. Instead, post each newsletter on your HOA website to keep these homeowners in the loop. You can also consider retaining the hard-copy system for select homeowners, but let them know of the added costs involved. Additionally, inform them that they may not be getting up-to-date news.

Beyond that, you should also develop an HOA communications policy consisting of rules and regulations that board members should follow. Sample rules in a standard HOA email policy include refraining from divulging personal information to third parties, only sharing relevant news (no gossip or opinions), and maintaining professionalism at all times.

 

A Step Into the Future of Communication

Emails have largely replaced traditional mail in terms of communication. This is due to the convenience they offer as well as the ease of storing them. Homeowners associations will also benefit from adopting an HOA email system. The road to going paperless, of course, will be paved with challenges. The long-term gains, though, are undeniable.

If your HOA or condo association needs a fully integrated, comprehensive management software, Condo Manager can help. Contact us today to learn more about our product!

 

Editor’s Note: Condo Manager is not affiliated with any of the email systems mentioned in this article.

 

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