Florida HOA Software for Compliant Resident Onboarding

Last updated: January 27, 2026

Key Takeaways

1. Florida now requires official websites or portals for condos with 25+ units by 2026 and HOAs with 100+ parcels by 2025, with specific documents posted under statutes 718.111 and 720.303.
2. FCRA-compliant screening relies on direct credit bureau resellers, written applicant consent, and clear adverse action notices when applications are denied.
3. TenantEvaluation ranks #1 for Florida HOA and condo onboarding, with 5-10 minute processing, board dashboards, and up to 70% time savings compared with AppFolio, Buildium, and Vantaca.
4. The platform’s revenue-sharing model has generated more than $150M for communities through automated application fees, without subscription costs.
5. Get started with Tenant Evaluation to run compliant, automated onboarding and increase your HOA revenue.

Florida HOA & Condo Rules CAMs Must Follow in 2025–2026

Florida now ties HOA and condo operations to strict digital transparency and record-keeping rules. By January 1, 2026, every condominium association with 25 or more units must operate an official website or secure member portal under Florida Statute 718.111(12)(g). HOAs with 100 or more parcels must maintain an official website as of January 1, 2025, under Florida Statute 720.303(4), posting governing documents, budgets, contracts, insurance policies, minutes, and meeting notices.

FCRA rules control how you run background checks for resident screening. The FCRA applies when you use a Consumer Reporting Agency, so you must obtain written consent and send adverse action notices when you deny applicants based on report data. Property managers protect their associations by using direct credit bureau reseller relationships instead of third-party data scraping tools.

The 5-year rule for Florida HOAs requires associations to keep detailed records of capital improvements and major repairs for five years. Manual systems rarely maintain complete audit trails for this requirement. In addition, House Bill 657 (2026) removes presuit mediation requirements and creates a Community Association Court Program with jurisdiction over association matters. This shift increases the value of accurate documentation and reliable compliance systems.

Manual onboarding drains time and increases risk for Florida CAMs. A typical Miami condo board with 200 units can lose more than 50 staff hours each day to incomplete applications, document chasing, and compliance checks. Tampa enterprise management companies report similar issues, with staff stuck in long email chains with applicants, realtors, and board members. These delays slow move-ins, increase compliance exposure, and reduce revenue when applications stall or never complete.

Schedule a demo today to see how Florida-compliant automation replaces manual onboarding and creates a new revenue stream for your community.

Florida HOA Onboarding Software Compared: TenantEvaluation vs. AppFolio, Buildium, Vantaca

Florida associations need software that combines compliance, automation, and clear board access. Effective evaluations look at FCRA compliance depth, 5-year rule documentation, website law support, processing speed, security, and revenue potential. The table below summarizes how leading platforms perform on these Florida-specific needs.

TenantEvaluation (#1 Ranked): TenantEvaluation focuses on Florida community associations and processes applications in 5-10 minutes through full automation. As a direct credit bureau reseller with an FCRA-first design, the platform enforces permissible purpose controls and automates adverse action workflows. The QuickApprove dashboard gives board members real-time visibility, direct review access, and streamlined approvals that competing platforms do not match. With more than 100,000 applications processed each year and partnerships with RealManage and FirstService Residential, TenantEvaluation has generated over $150M for communities and delivered 50% to 70% time savings.

AppFolio (#2): Forbes Advisor 2025 ranks AppFolio #1 for HOA software and reports 95% user-reported efficiency gains. AppFolio performs well for general automation but lacks Florida-specific compliance depth and dedicated board approval dashboards. Application processing often takes 1-2 days.

Buildium (#3): Software Advice 2026 reviews rate Buildium 4.5/5 for HOA features and highlight strong automation for dues and violations with FCRA-compliant screening integrations. Processing times usually run 2-3 days for full checks, and the platform does not include specialized board communication tools for approvals.

Vantaca (#4): Vantaca earns a 4.3/5 rating for HOA and condo management, with praise for covenant enforcement tools and state-specific rulesets, along with criticism for a steep learning curve. Processing times range from 1 to 3 days, and the platform does not provide end-to-end onboarding automation.

Florida boards that adopt TenantEvaluation meet HB 1203 website compliance requirements faster. Automated document collection and digital transparency tools support immediate compliance, while competitors often rely on manual uploads and extra integrations. Tampa CAMs managing large portfolios report saving up to 50 hours each day through intelligent forms and auto-redaction, which remove manual document review bottlenecks common in other systems.

Schedule a demo today to compare TenantEvaluation’s Florida-focused compliance and automation with other platforms.

How to Choose Florida HOA Software That Actually Fits Your Community

Florida communities make better software decisions when they match platform features to real operational needs. Start with FCRA compliance and confirm that the provider uses direct credit bureau relationships instead of unverified data sources. Review board dashboard tools to ensure transparent approval workflows. Look at processing times and how they affect resident satisfaction and staff workload. Examine revenue potential from automated application fees and cost-neutral pricing models.

TenantEvaluation covers each of these decision points with a single platform. The system combines FCRA-first compliance design, the QuickApprove board dashboard, 5-10 minute processing, and a revenue-sharing model that has generated more than $150M for communities. Florida-specific configuration supports 2026 website rules, 5-year record requirements, and new regulatory standards.

Enterprise CAMs that manage many properties also need proven scale. TenantEvaluation’s work with RealManage and FirstService Residential shows that the platform supports complex portfolios, while self-managed communities benefit from a simple interface and 24/7 AI support in 11 languages.

Schedule a demo today to see how TenantEvaluation can standardize Florida HOA onboarding across your portfolio.

Florida HOA Compliance & TenantEvaluation: Common Questions

What is the 5-year rule for Florida HOAs?

The 5-year rule requires Florida HOAs to keep detailed records of capital improvements, major repairs, and structural changes for five years. These records include contractor agreements, inspection reports, warranty documents, and financial records for improvements above specific dollar thresholds. The rule helps associations provide history for insurance claims, legal disputes, and regulatory reviews. Automated platforms like TenantEvaluation support this rule with integrated document storage and timestamped audit trails.

What are the Florida HOA website law 2026 requirements?

Florida’s 2026 website rules require condominium associations with 25 or more units to maintain official websites or secure member portals by January 1, 2026, under Florida Statute 718.111(12)(g). HOAs with 100 or more parcels must comply by January 1, 2025, under Florida Statute 720.303(4). Required postings include governing documents, budgets, financial reports, meeting notices, agendas, minutes from the last 12 months, active contracts, bids, structural reports, and reserve studies. Associations must update documents within 30 days of changes and protect sensitive owner information behind passwords.

What is the most compliant screening approach for condos under the FCRA?

The most compliant condo screening model uses direct credit bureau reseller relationships with TransUnion and Equifax under strict bureau rules. FCRA-compliant screening requires written applicant consent, clear permissible purpose controls, automated adverse action notices, and separation between the association’s decision-making and the screening company’s data role. TenantEvaluation operates as a direct credit bureau reseller with an FCRA-first design, built-in audit trails, automated workflows, and regular compliance reviews that reduce liability for associations.

What software do HOA management companies typically use?

Most HOA management companies rely on platforms built for community associations instead of generic rental tools. Enterprise firms such as RealManage and FirstService Residential use TenantEvaluation for resident onboarding and pair it with broader systems like AppFolio and Buildium for accounting and maintenance. The market continues to move toward integrated platforms that provide end-to-end automation, board dashboards, compliance tools, and revenue features tailored to HOAs and condos.

How does TenantEvaluation generate revenue for HOAs?

TenantEvaluation uses a revenue-sharing model based on application fees collected from residents. The platform processes the fee, deducts its service portion, and returns the remaining amount to the association or management company. This structure creates a cost-neutral or revenue-positive onboarding process. Communities have generated more than $150M through efficient fee collection, lower processing costs, and reduced manual administration. Associations gain automated fee handling without upfront software purchases or monthly subscriptions.

Conclusion: Use TenantEvaluation to Meet Florida Rules and Grow HOA Revenue

Florida’s new property management rules reward associations that adopt automated, compliant onboarding. TenantEvaluation delivers Florida-specific compliance, up to 70% time savings, and proven revenue growth through direct credit bureau relationships, purpose-built board dashboards, and full automation. With more than 100,000 applications processed each year and strong industry partnerships, TenantEvaluation turns resident onboarding from a manual burden into a strategic advantage. Schedule a demo today to see how Florida’s leading onboarding platform can simplify compliance and increase revenue for your community.