Technology In
HOA Management
Technology
In HOA
Management
at your fingertips on any device
Advanced Technology Solutions For Your Community
Your next management company is not just a management company. We’re a Refreshingly Different organization. We’ve carefully created and selected our suite of services with you in mind. We dare you to compare. Now you can have all the tools you need to totally transform your board member and homeowner HOA experience.
And you can have that experience with eblasting, advanced customer support, online board meetings, and now the Spectrum HOA mobile app.
Welcome to your new way of doing association business.
Cloud Computing and Data Security
All our systems operate in a cloud environment and have for several years. Our cloud system and data security were put to the test when we transitioned to remote work, but we experienced zero lapses in services. Our multiple enterprise-level cloud security programs allow us to enjoy the same data security outside our offices as we do inside our offices.
Online Forms
We built hyper-focused online and internal service forms that address homeowner needs while simultaneously considering the needs of board members. We’re now able to offer more targeted service and quickly resolve customer inquiries as a result. On one of our forms, we were able to reduce response time from average of 15 minutes to an average of 5! Faster response times lead to happier customers.
Enhanced Compliance Visits
Using our iPad-based solution, our team monitors and reports on association deed restrictions and common area reviews. This allows us to quickly document and communicate our observations, including photos, for your homeowners to address. We’ve also created “Refreshingly Different” friendly yet effective letters in an effort to encourage neighborly conduct and community buy-in.
Project Management Platform
We manage our internal projects via a robust platform designed to deliver products in a consistent, well-tested fashion. Association managers also use project management tools to move your projects forward, and then keep you up to speed with your weekly community update.
Email tools
We have two ways to quickly communicate with our homeowners via email. One through our text based email solution built into CINC systems and another through a customized iteration of an AWS hosted service where we can deliver more directed and custom messages to our communities.
Company Intranet
We wanted an intranet that could house internal training and communication tools in a way that made sense for us, but couldn’t find it… so we built it ourselves using existing resources. The end result? An industry-leading internal training program that is so popular we now offer it to friendly competitors to help their companies build culture, connect, and train.
SOP Tool
Our departments perform thousands of functions for our associations on a daily basis. Managing so many tasks, many of which are going on all at once, takes focus, dedication, and the right software. We’ve developed a system that makes tracking and training a standardized process, so you can expect the same result for each task – no matter who’s doing it.
Portfolio management
Our custom-built portfolio management tool allows us to monitor and manage our customers’ needs and progress from a micro and macro level. Whether we’re trying to decide who should manage the community or manage a manager’s workload, our portfolio management system is key to providing a fantastic customer experience.
New Customer Onboarding Tool
We take welcoming new customers into the Spectrum family seriously. Our transitions team utilizes a unique tracking tool that enables them to complete 160 required tasks within an association’s first 60 days with us.
Website Hosting
Our website hosting includes a proprietary firewall to help determine which traffic should be allowed. Disk Write Protection, Disk Write Limitations, and secure backups ensure well-rounded security and browsing experience.
Email Archiving
Our email archive tool ensures that historical association emails are readily available in the event you need them. Not only can we tell you when the email was sent, we can tell who received it.
Print Management
We consider ourselves friends of both the customer and the planet. We use a printing service specifically designed to track print jobs carefully. It will even provide reports on usage! This allows customers to review their printing need more accurately and make printing decisions off accurate data.
Online Chat
Online chat has grown to be the most popular forms of communication with our customers. It’s convenient, efficient, and immediate. Not willing to settle for standard solutions, we’ve improved our chat feature by creating a customized, user-friendly messenger, so it can be even more useful to homeowners in immediate need. Customized responses combined with intelligent, contextualized routing gets homeowners the service they need faster than ever before.
Financial Dashboard
Tracking a community’s financial well-being is a critical piece of HOA management. We created a tool called the Financial Dashboard that enables us to accurately report on the effectiveness of your billing policy and your billing policy’s ROI. We also provide the association’s reserve fund history and offer recommendations for increasing your financial stability and reducing your risk.
Single Sign-On Identity verification platform
Possibly our best security feature, we’ve partnered with a ground-breaking platform that gives us secure access to our internal data and customer accounts. We receive secure identity management via a single sign-on system combined with, multi-factor authentication. The system also enacts lifecycle management (provisioning) through a user’s single experience using it.
HOA Mobile App
The association app you've dreamed about. With the Spectrum HOA app, everything you do, from homeowner communication to paying your association’s dues, is quick, simple, and easy. Our app even helps board members review violations, see outstanding tasks, and track finances – all from your phone.
ACC One Touch Program
ACC One-Touch is our system for quickly processing ACC/ARC submissions. It dramatically reduces handling time for requests that meet certain criteria. The average response time for customers who use ACC One-Touch is one-two days (the industry average is several weeks). We’ve received dozens of 5-star reviews and customer notes of appreciation for exceeding expectations and allowing their projects to carry on without delay!
ACC Submission
We recently reimagined what the best ACC submission process would look like and started with that. This allowed us to create an exclusive online experience that guides homeowners through the submission process in a way that’s fast, simple, and easy. Since it launched last year, it has dramatically increased approval response times and made homeowners rejoice on Google reviews about the improved process.
Ticketing
Every inquiry into our company is entered and tracked to resolution using our ticketing system. We run analytics and measure our performance throughout the organization. This helps ensure nothing falls through the cracks and all customers are supported as quickly as possible. This also gives great insight into the history of correspondence with each homeowner, allowing us to best service homeowners and identify trends.
Advanced Customer Support
We're here for your homeowners when and how they need us! Our advanced customer support features an extensive knowledgebase answering over 200 common homeowner questions, online chat, a “schedule a call back” button, and we provide 24/7 pay by phone or online BillPay.
Online Board Meetings
Convenient meetings? Yes! More time for all the things that matter most to you. Why pay for a location and have everyone drive to a physical location for your meeting? Every association we partner with is offered online board meetings as an included option. Our system is designed to make the entire meeting process even
Mass Broadcast Emails
Communicate more quickly and more easily than ever before. With our mass broadcast email feature, we can send messages from you to your community on the same day you make the request. We have communication experts on staff to review the message before sending it. Get the right message to your community quickly.
Recurring Online Payments
Streamline your revenue. Your homeowners can set-up recurring online payments for HOA assessments. Recurring online payments let your homeowners set up auto-renewal for their assessments, creating convenience for the homeowner and consistency in your association revenue.
Knowledgebase
More information than ever before. Our website’s knowledgebase is equipped with the latest technology, which means your questions get paired with the correct answers more quickly. All your questions, concerns, and most needed resources are now at your fingertips.
Online Voting
Select your community’s next generation of leaders. Bring the ease and organization of online voting to your community with our online voting process. Use online voting to elect board members, gather data about your community’s preferences, or let your community weigh-in on decisions. No need to ever miss quorum again!
Mass Text Messaging
Get information to your homeowners quickly. With prompt delivery and high open rates, mass HOA text messaging gets the most important information to your association quickly. Text messaging puts the most essential details into your homeowner’s hands in the most accessible way.
ACC/ARC Voting System
Home improvement requests made easy -- for everyone! See an improvement request on your desktop or app and take immediate action. Deliver timely resolutions for your homeowners via our ACC voting system. For even faster results, ask about Spectrum's "ACC One-Touch" solution.
Order Devices Online
Get amenity access. Fast. Order a pool key or a gate fob online. Pick it up or have it delivered to you. Online ordering eliminates the hassle associated with getting access to your association’s amenities.
Online Reservations
Amenity reservations reimagined. Used to double bookings or other chaos with your amenity’s reservations? Our online reservation system is equipped with a digital calendar showing everyone in the community their amenity’s availability. With us, the convenience of online amenity booking is always just a few clicks away.
Community Websites
One place for everything. A customized, association-specific website designed for both desktop and mobile users. Your website provides one place for all of your association’s most important news and documents, bringing your homeowners the information most relevant to them.
Industry Leading Data Security
128-Bit Encryption from End-to-End
We have numerous layers of security in place to protect our homeowners’, boards’, associations’, vendors’, and employees’ data.
As another layer of security, we do not take or store any homeowner or association credit card information. To enable online payments, we utilize third-party payment processors who are PCI compliant to take that information. No employee of Spectrum, nor anyone who could gain access, can see credit card information.
All other Personally Identifiable Information (PII), HOA information, vendor information, contract information, banking/financial information, etc., is either stored in CINC, a third-party cloud-based ERP system, or on a cloud-accessible, firewall-protected shared drive. Access to these systems is restricted by Okta, a third-party Single Sign On (SSO) security program to prevent any potential password breach.
We also have a cloud-based, off-site network firewall, datacenter-based servers and phone system, enterprise-class anti-virus, and monitored Meraki network hardware. We have also included many backup layers of user-level monitoring in the event they are necessary.