Most governing documents want the adjacent owners to have their say before a fence goes up or a house changes color. Collecting those signatures on paper is why architectural requests sit for a month. HOAware emails each neighbor a link to the actual application — the plans, the photos, the paint color — and they review and sign from their phone.
Neighbor verification runs itself in every community on your books. Each adjacent owner gets a personalized link to the application and signs digitally, so a coordinator is not driving a clipboard around a subdivision to keep one request moving.
Architectural review is rarely slow because the committee cannot decide. It is slow because of the steps before the decision.
Two of the three adjacent owners work days. A paper signature sheet means three attempts per neighbor, on evenings and weekends, by a volunteer who also has a job. That is the month.
A name on a sheet does not show what was agreed to. When the fence goes up a foot taller than expected, the neighbor who signed has a grievance and the board has no record of what they were shown.
Plans in one person's email, a photo of a signature sheet in a group text, the decision in meeting minutes. Three places, none of them the file, and a new board inherits all of it.
The committee sends the requests and then waits for the system, not for a weekend.
Project type, details, contractor, photos, plans as PDFs, paint colors — submitted from the resident portal or the app, with their own signature captured.
Each neighbor gets their own link. It opens the application as submitted, so they are signing against the plans and not against a description of them.
A digital signature with the name entered and the originating IP recorded, so the sign-off is a record rather than a recollection. A verification form PDF can be generated for the file.
Homeowner signature, neighbor sign-off and project details all have to be in before an approval can go through, and the application can be assigned to the one member who will decide it.
A branded certificate as a PDF, an expiration date tracked against the project, and an Extend action for when the work runs late.
An application can be assigned to the committee member who will decide it, so a request is never waiting on everybody and therefore on nobody.
A branded PDF the homeowner can hand a contractor or a closing attorney, generated on approval rather than typed up later.
Approvals do not last forever. The expiry is tracked and extendable, so a two-year-old approval is not quietly treated as current.
Once approved, denied or cancelled, an application is read-only — no later messages, uploads or status edits. A finished decision cannot drift.
Both are visible on the application rather than hidden in somebody's inbox, and the committee still makes the decision. Neighbor input is information for the people deciding, not a vote — what weight it carries is set by your governing documents.
The signature is captured with the name entered and the IP it came from, attached to the exact application the neighbor was shown, and a verification form PDF can be generated for the file. Whether that satisfies your particular covenants is a question for your association's attorney, and worth asking once rather than per application.
You choose per application. The property and resident directory is already in HOAware, so picking the neighbors is selection rather than data entry — and who was asked stays on the record.
Same thing, and both work. HOAware uses ACC internally for the Architectural Control Committee; plenty of associations say Architectural Review Committee. The status names in the workflow are configurable, so the screen can read the way your documents do.
Bring a real application. We will send it to three neighbors and approve it on the call.
These features complement what you just read — most customers use them together.
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