Community association software · Ohio
Everything an association does, kept the way Ohio requires.
Built for Ohio associations under Revised Code Chapters 5312 and 5311, for management companies running three to fifty communities and for boards that manage their own. Notices, hearings, photographs, rosters, assessments, and owner access, written into one record and kept in order.
- R.C. Chapter 5312
- Planned communities · lots
- R.C. Chapter 5311
- Condominiums · units
- 88 counties
- Two chapters · one product
ReachHOA
Communities · 22
- Maple Ridge5312
- Stonebrook Commons5311
- Wexford Green5312
- and 19 more
Firm
- Notice library
- Staff
Open notices4
- Lot 14 · Fence heightUnit 14 · Fence heightHearing window
- Lot 27 · Trash containersUnit 27 · Trash containersCure period
- Lot 88 · Exterior paintUnit 88 · Exterior paintCure period
- Lot 102 · ParkingUnit 102 · ParkingNotice sent
Record · latest entriesSep 2026
- Board meeting minutes filedSep 1
- Roster import committed · 5 rowsAug 28
- Assessment run · Q3Aug 15
- Records request answeredAug 11
Who it's for
Built for the people who answer for the record.
Management companies
Three to fifty communities, a mix of planned communities and condominiums, and one firm-level library for how notices are worded. Staff move between communities without switching mental models. Each community keeps its own vocabulary, its own board, and its own record.
Firm library · 22 communities · one standard
Self-managed boards
One community, volunteer officers, and no records department. The file does the remembering: what was sent, what the owner is still entitled to, and what the board can show if it is ever asked. Officers change; the record does not.
One community · volunteer officers · one file
The rest of the association
Everything a community needs to run, on the same record.
Most association software begins with the ledger and adds the record later. We began with the record, so that assessments, payments, requests, and owner access are written into the same file as the notices and hearings, in the community's own vocabulary.
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Assessments and accounting
Dues, special assessments, and the general ledger. Fines post only from a completed notice file.
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Owner portal and payments
Owners see their own lot, their notices, and their balance, and pay online.Owners see their own unit, their notices, and their balance, and pay online.
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Architectural review
Requests, board decisions, and approvals kept with the lot's record.Requests, board decisions, and approvals kept with the unit's record.
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Communications and documents
Meeting notices, mailings, governing documents, and minutes, each dated and retained.
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Notices and hearings
Notice, cure period, hearing window, with photographs attached and dates kept.
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Ohio only
One state, two chapters. Planned communities and condominiums, each with its own vocabulary, its own board and its own file.
Roster
Nothing is written until you commit.
Bring the spreadsheet you already keep. Every row is reviewed against the current roster and marked as a match, an addition, or a conflict before anything changes.
A committed import is recorded as one event, and one event can be rolled back. The roster's history is part of the record too.
owners-spring.xlsx · 5 rows reviewed
Not yet committed
| LotUnit | Owner | Review |
|---|---|---|
| 12 | D. Okafor | Matches |
| 13 | R. and L. Whitaker | Matches |
| 14 | M. Sandoval | New owner |
| 15 | J. Pruitt | Conflict · mailing address |
| 16 | T. Nguyen | New |
For management companies
Twenty communities. One standard for how notices are worded.
A firm writes its notice language once and keeps it in one library. Every community it manages pulls from that library, and each letter still goes out in that community's own vocabulary and under its own board.
When counsel revises a paragraph, it is revised once. Staff move between communities without changing how they work; the communities keep their names, their words, and their files.
Fence height · used by 22 communities
The inspection on [date] found that the fence at [lot] exceeds the height permitted under the Declaration. Please bring the [lot] into compliance within fourteen days of this notice.The inspection on [date] found that the fence at [unit] exceeds the height permitted under the Declaration. Please bring the [unit] into compliance within fourteen days of this notice.
- Maple Ridgelots · 5312
- Stonebrook Commonsunits · 5311
- Wexford Greenlots · 5312
- and 19 moresame paragraph
Notices and hearings
Every owner gets the notice, the time, and the hearing the statute provides.
A notice moves through the cure period and the hearing window, and the file records the date of each. Most matters end there, with the owner bringing the lot into compliance.A notice moves through the cure period and the hearing window, and the file records the date of each. Most matters end there, with the owner bringing the unit into compliance.
When a matter does go further, the board is on solid ground: no fine can be assessed until a hearing has been held or the owner's window to request one has passed. The software simply does not offer it earlier.
Notice · Lot 14 · Fence heightNotice · Unit 14 · Fence height
Hearing window
Notice
Sent Mar 4
Cure period
Ended Mar 18
Hearing window
Closes Apr 1
Owner may request a hearing until Apr 1.
Fine · not available before Apr 1
Records
The record keeps its own history.
Owners are entitled to examine association records. Notices, hearing outcomes, photographs and roster history stay in the file, in order, with dates, so a request can be answered from the record itself.
A records request can be answered in an afternoon, from the file, without anyone reconstructing what happened. Nothing in the record is ever deleted; when a community's file is closed, it is archived and stays readable.
- Notice sent · Fence height
- Photographs attached · 3
- Cure period ended · Compliant
- Owner change · roster import
- Records request answered
Every entry keeps its date. Nothing in the record can be deleted.
Photographs
Part of the record, and only the record.
Photographs are attached to the notice they document, stored privately, and served only through the application to people who are signed in and entitled to see that file.
There is no public link to forward, and nothing sits in a shared drive folder named after an owner.
Attachments · 3
- Mar 4 · 9:12
- Mar 4 · 9:13
- Mar 18 · 16:40
- Storage
- Private
- Delivery
- Through the application only
- Public link
- None
Vocabulary
A planned community has lots. A condominium has units.
Chapter 5312 and Chapter 5311 use different words, and so do the owners who live under them. Each community is set up with its own vocabulary, and the software uses it everywhere: screens, reports, and the letters that go out under the board's name.
Re: Lot 14, Maple RidgeRe: Unit 14, Maple Ridge
Dear Lot Owner,Dear Unit Owner,
The Association's inspection on March 4 found that the fence at Lot 14 exceeds the height permitted under the Declaration. Please bring the lot into compliance within fourteen days of this notice.The Association's inspection on March 4 found that the fence at Unit 14 exceeds the height permitted under the Declaration. Please bring the unit into compliance within fourteen days of this notice.
You may request a hearing before the Board within the period described in the enclosed schedule.
Wording from the firm library. Vocabulary from the planned community.Wording from the firm library. Vocabulary from the condominium.
Pre-launch
If you manage Ohio communities, we would like to talk.
There is no signup. We are working with a small number of management companies and boards before launch, and those conversations are shaping what gets built next.
A reply from the people building it, usually within two business days.
Sphire Solutions LLC · Ohio · (614) 383-8855