Digital ACC/ARC Inspections

Walk the community from a map. Log what you find where you are standing.

Field inspections, trackable notices, one process in every association.

An inspection used to mean a clipboard, a drive-around and an evening typing it up. HOAware puts every property on a map, lets you record a finding with photos on the spot, and turns that finding into a branded PDF notice before the inspector is back in the car — so the homeowner hears about it the same day rather than a month later.

One inspection map per community, worked from a phone or a tablet. Findings, photos and re-inspections land in the same record the notice letters come from, so what an inspector did in the field is already documented by the time they are back in the car.

Inspection map Photos on the spot Trackable PDF notices

Schedule a Demo ACC applications

Inspection round · March

418 Weatherly Ln · trash receptacle storage

NOTICE SENT

Logged at the curb 9:42

2 photos attached 9:42

Branded PDF generated 9:42

Delivered to portal and app 9:43

Mail tracking recorded on the letter

Re-inspection scheduled — 19 Mar

Cure-by date 18 Mar, reminder set

The Whole Community, On One Map

Every property is a point. Filter by month, work street by street, and tap a property to record what you find without leaving the map.

HOAware inspection map showing every property in a community as a point, with a month filter

The inspection map in the admin console. Community name and resident details are examples; the underlying map is Google Maps.

Nothing gets skipped

A list of addresses does not tell you which side of the street you have already done. A map does, which is the difference between a complete inspection round and the half of the community somebody remembered.

Filtered by month

See the round you are on rather than every inspection ever done. Inspection history stays available when somebody asks what happened last spring.

Built for a phone

The board app carries the same map, so an inspector walks with it. No notebook to transcribe, because there is no notebook.

Recording a violation in HOAware: property, resident, violation type, dates and notes

Recording a finding. Sample property and resident.

A Finding Becomes a Record

What the inspector enters is the same record the notice letter, the reminder and the re-inspection all come from. It is entered once.

Property and resident

Chosen from the community directory rather than typed, so the notice goes to the right owner and the history attaches to the right address.

Type, dates and notes

The violation type comes from your own list. The cure-by date is required. Notes and photos capture what the inspector actually saw, while they are still looking at it.

Everything downstream follows

The branded notice, the scheduled reminder and the escalation all read from this record. Nobody retypes it into a letter.

Re-inspect and close

Schedule the re-inspection from the same place, record the outcome, and the violation closes with its full chain intact.

What the notice looks like

From Violation to Letter in Seconds

The gap between seeing something and the homeowner hearing about it is where enforcement dies. Save the finding and the notice is already written — a branded PDF, addressed, dated, with the photos attached and a tracking number against it.

At the curb

Photo, violation type, cure-by date. The inspector is still standing in front of it, which is the only moment the detail is accurate.

The PDF writes itself

A branded notice in your association’s name and format, with the covenant section, the deadline and the photographs already placed. Nobody opens a template, and nobody retypes an address.

The resident has it

It lands in the portal and the app as well as their inbox, so they can read it, see the photos and reply in the same place. Mail it as well and the tracking number is recorded against that letter.

And the follow-up is already scheduled

The reminder, the re-inspection and the escalation are set the moment the record is saved. Nobody has to put a date in their own calendar.

What the evening used to look like

Drive the community with a notepad 1–2 hrs

Type the findings into a spreadsheet 30–60 min

Mail-merge the letters in Word 30–60 min

Print, fold, stamp, log the tracking 30+ min

Diary every follow-up date by hand ongoing

On HOAware the first line is the inspection round and the rest does not happen. The letter exists before the inspector is back in the car, and the follow-ups are already in the system rather than in somebody’s head.

Times above describe the manual process boards tell us they are replacing, not a measured benchmark. Yours will differ with the size of your community.

Same day, not next month

A notice that arrives three weeks after the fact reads as a complaint. One that arrives the same day reads as a reminder, and most people simply fix it.

The round is the work

No transcription, no mail-merge, no evening at the kitchen table. The inspection itself is the entire job, which is what makes a monthly round sustainable for volunteers.

The community shows it

Enforcement that is quick and even gets complied with. Slow and patchy enforcement is what residents learn to ignore — and what shows up on the street a year later.

Architectural Inspections Close the Loop

An approved project usually needs somebody to look at it — before it starts, or once it is finished — and that visit has to end up back on the application rather than in somebody’s memory.

Scheduled against the project

The visit belongs to the architectural application it is checking, so the committee can see what is booked without going looking for it.

Confirmed in writing

The confirmation and the calendar invite go out automatically, so neither side is relying on remembering a conversation.

Reschedule without losing it

Weather, contractors and holidays happen. Reschedule or cancel and the application keeps the history rather than starting again.

Result returns to the file

Completing an inspection updates the architectural application it belongs to, so the committee sees the outcome where the decision lives.

Questions inspectors ask

Does it work without a signal?

The map and the forms are web screens, so they need a connection. In practice the gap that matters is not coverage but transcription — the time between seeing something and it being written down. Entering it at the curb closes that whether or not you had four bars.

Can a committee member inspect without seeing everything else?

Yes. Permission levels are per module, so an architectural committee member can run inspections and decide applications without access to finances or the full resident record.

What if a property is not on the map?

Properties are mapped from the address directory, which includes address validation and duplicate detection. A property that is missing or in the wrong place is a directory fix, and it stays fixed.

Is an inspection the same as a violation?

No, and keeping them apart matters. An inspection is a round you walk; it may produce no findings at all. A violation is a finding against a property, with its own cure date and notice chain. The inspection history shows the round was done even when nothing came of it — which is the record that answers "you never inspect our street".

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