Guides & Tutorials

Introduction to MyHOA

A quick overview of what MyHOA does and how it helps your HOA community.

MyHOA is a cloud-based platform built for Philippine homeowners associations. It brings billing, property management, resident records, communications, and reporting into one place — replacing spreadsheets, group chats, and manual processes.

Step-by-step

1. 1

   Sign up for a free account

   Visit the MyHOA homepage and click "Get Started Free." Enter your email and create a password. No credit card is required.

2. 2

   Create your organization

   After signing up, you'll be prompted to create your HOA organization. Enter your community name, address, and basic details.

3. 3

   Invite your board members

   Go to Members and send email invitations to your fellow board members. Assign roles like Admin, Treasurer, or Secretary.

4. 4

   Start adding properties

   Head to Properties to add units individually or bulk-import from a spreadsheet. Each property can be linked to homeowner records.

Creating Your Organization

Set up your HOA organization, configure settings, and invite board members.

Your organization is the top-level container for everything in MyHOA — properties, residents, invoices, and announcements all belong to an organization. You can manage multiple HOA communities from a single account.

Step-by-step

1. 1

   Click 'Create Organization' after signing in

   If this is your first time, you'll see the creation form automatically. Otherwise, go to the organization switcher in the sidebar.

2. 2

   Enter your community details

   Provide the community name (e.g., 'Palm Estates HOA'), address, and contact information. This appears on invoices and announcements.

3. 3

   Set your billing preferences

   Choose your default billing cycle (monthly or quarterly), currency (PHP), and payment terms (e.g., due within 15 days).

4. 4

   Invite board members

   Go to Members > Invite. Enter email addresses and assign roles. Admins have full access; Treasurers can manage billing; Members have read-only access.

Navigating the Dashboard

Understand the admin dashboard layout, key metrics, and quick actions.

The dashboard is your daily command center. It shows a summary of your HOA at a glance — total properties, collection rates, pending payments, recent activity, and quick shortcuts to common tasks.

Step-by-step

1. 1

   Review the summary cards

   The top row shows total properties, active residents, collection rate, and outstanding balance. These update in real time.

2. 2

   Check the payment chart

   The collection trend chart shows monthly payment volume over the last 6-12 months. Hover over any bar to see the exact amount.

3. 3

   Scan recent activity

   The activity feed shows the latest payments received, properties added, and announcements sent. Click any item to see full details.

4. 4

   Use quick actions

   The sidebar provides shortcuts to Add Property, Create Invoice, Send Announcement, and other frequent tasks.

Adding Properties

Add individual properties with unit details, lot information, and owner assignment.

Properties are the core records in MyHOA. Each property represents a unit, lot, or house in your community. You can add them one at a time or in bulk.

Step-by-step

1. 1

   Go to Properties > Add Property

   Click the 'Add Property' button in the top-right corner of the Properties page.

2. 2

   Fill in property details

   Enter the block number, lot number, street address, property type (house, townhouse, condo unit), and floor area.

3. 3

   Assign an owner (optional)

   Link the property to an existing resident, or leave it unassigned and add the owner later.

4. 4

   Save and verify

   Click Save. The property appears in your list immediately. You can edit any details later by clicking the property row.

Bulk Importing Properties

Upload a CSV or Excel file to import hundreds of properties at once.

Bulk import lets you add all your properties at once from a spreadsheet. This is the fastest way to get started if you already have property records in Excel or CSV format.

Step-by-step

1. 1

   Download the template

   Go to Properties > Import. Click 'Download Template' to get a pre-formatted CSV file with the required column headers.

2. 2

   Fill in your data

   Open the template in Excel or Google Sheets. Add one row per property with block, lot, address, type, and owner details.

3. 3

   Upload the file

   Go back to Properties > Import and drag-and-drop your file or click to browse. Supported formats: CSV and Excel (.xlsx).

4. 4

   Review and confirm

   The system shows a preview with validation results. Fix any errors (highlighted in red), then click 'Import All' to save.

Managing Residents

Add, edit, and manage homeowner and tenant records linked to properties.

Residents represent the people living in your community — homeowners, tenants, and household members. Each resident is linked to a property.

Step-by-step

1. 1

   Go to Residents > Add Resident

   Click 'Add Resident' and fill in the name, email, phone number, and resident type (owner, tenant, or household member).

2. 2

   Link to a property

   Select the property this resident belongs to from the dropdown. A property can have multiple residents.

3. 3

   Set contact preferences

   Choose how this resident should receive communications — email, SMS, or both. This affects announcements and invoice delivery.

4. 4

   Save the record

   Click Save. The resident now appears under their property and in the global residents list.

Creating Invoices

Generate monthly dues, special assessments, and one-time charges.

Invoices are how you bill homeowners for monthly dues, special assessments, penalties, and other charges. You can create them individually or generate them in batch for the entire community.

Step-by-step

1. 1

   Go to Billing > Create Invoice

   Choose whether to create a single invoice or batch-generate for all properties with outstanding balances.

2. 2

   Select the billing period

   Pick the month and year. The system auto-fills based on your organization's billing cycle settings.

3. 3

   Add line items

   Add charges: monthly dues, parking fees, special assessments, penalties, etc. Each line item has a description and amount.

4. 4

   Review and send

   Preview the invoice, then click Send. Homeowners receive an email notification with the invoice details and payment instructions.

Recording Payments

Log payments and automatically reconcile outstanding balances.

When a homeowner pays their dues (via bank transfer, cash, check, or online), you record the payment in MyHOA. The system automatically applies it to their oldest unpaid invoice.

Step-by-step

1. 1

   Go to Billing > Record Payment

   Select the homeowner or property, then enter the payment amount and method (cash, bank transfer, check, online).

2. 2

   Enter payment details

   Add the transaction date, reference number (for bank transfers), and any notes. Attach a receipt photo if available.

3. 3

   Confirm and save

   Click Record Payment. The system auto-applies the amount to the oldest unpaid invoice and updates the balance.

Sending Announcements

Broadcast announcements to your entire community or specific groups.

Announcements replace the need for group chats and bulletin boards. Send community-wide notices about meetings, maintenance schedules, policy changes, and events.

Step-by-step

1. 1

   Go to Announcements > New Announcement

   Click 'New Announcement' and enter a subject line and message body.

2. 2

   Choose your audience

   Send to all homeowners, specific blocks/phases, or only property owners (excluding tenants). You can also target by payment status.

3. 3

   Preview and send

   Review how the announcement will look in email and on the platform. Click Send when ready.

Financial Reports

Generate collection summaries, aging reports, and payment trends.

Reports give your board the financial visibility they need. Track collection rates, identify delinquent accounts, and spot payment trends over time.

Step-by-step

1. 1

   Go to Reports

   The Reports section shows available report types: Collection Summary, Aging Report, Payment History, and Revenue Trends.

2. 2

   Select a report and date range

   Pick the report type and set the date range. For monthly board meetings, the Collection Summary for the current month is usually what you need.

3. 3

   View or export

   Reports render on-screen with charts and tables. Click 'Export' to download as PDF (for board meetings) or CSV (for further analysis).

Common Issues & Solutions

Quick fixes for the most frequently encountered issues in MyHOA.

This page covers the most common issues users encounter and how to resolve them quickly. If your issue isn't listed here, contact our support team.

Step-by-step

1. 1

   Check your internet connection

   MyHOA is a cloud-based app. If pages aren't loading, verify your internet connection first.

2. 2

   Clear your browser cache

   If you see outdated information or the page looks broken, try clearing your browser cache (Ctrl+Shift+Delete) and refreshing.

3. 3

   Try a different browser

   MyHOA works best on Chrome, Firefox, Safari, and Edge. If you're using an older browser, try switching.