Start by using LeadSimple's CRM to manage your prospective HOA clients.

Add a pipeline specifically for your HOA leads (to keep them separate from any other types of leads you may have (owners, tenants, referral partners).

In that pipeline, you will add your lead sources to auto import (such as your HOA contact form on your website). You can also import a list of prospective HOAs by sending us a formatted spreadsheet.

You can also use our HOA Leads Library template or build one of your own:

Inside each stage, utilize LeadSimple's workflow features to set up automated emails and texts, and create followup tasks for yourself or your team automatically. Again, our Library template has this built out for you and you can customize it as needed.

Move your leads from stage to stage to progress them through your sales process, or move them to a nurturing stage where a series of automatic emails can go out to them.

Once a deal is closed, move it to the New Client stage, or if it is lost, move it to a Lost stage.

Don't forget to report on your lead source performance, conversion rate, and agent performance.

Once a deal is closed, it can start the HOA Onboarding process automatically.

Once you've closed the deal, you will need to onboard the HOA. The pipeline will trigger the HOA Onboarding process, where you will collect the information needed, follow up for any missing documents, and add the HOA to your management software.

This process will then start the HOA Community Inspections Process.

To run a community inspections process on a regular cadance for each HOA you manage, you'll first need your basic inspections process, and then customize it further to apply to all your different HOAs.

This includes incorporating different inspections templates or instructions based on the HOA and its amenities (pool, community buildings, parks, etc).

Once the process is complete, it will trigger the process again at the interval you choose. In this example, it is 180 days later.

This process will instruct you to start any HOA violation processes after completing the inspection.

Start a separate HOA violation process for each owner. Each process can handle multiple violations that occurred at the same time.

The process can contact both the homeowner and the HOA contact.

As you continue to use the HOA violation process, you will have a full record of every HOA violation on that property, as well as all communication with the homeowner, HOA board, and the resident of the property (if applicable).

In the event that you need to cancel the management of an HOA, you can use a HOA management cancelation process in LeadSimple.

In our template, we have some steps to persuade them to continue management. If they elect to continue with the cancelation, the process proceeds, and you can track why they canceled for reporting purposes.

Have any questions about managing HOAs in LeadSimple or suggestions for additional process templates you'd like to see? Reach out to support@leadsimple.com and we will regularly update this article!