Handle Every Resident Request Without a Full-Time Front Office
Dues reminders, amenity bookings, and maintenance requests all land on whoever's covering the community office that day.
Reflys automates the routine ones and keeps a running record, so nothing depends on someone being at their desk.
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Where resident
requests get stuck
Dues reminders and late-payment nudges get sent manually, or missed entirely
Amenity bookings — clubhouse, pool, courts — happen over calls or a sign-up sheet
Maintenance and common-area complaints repeat without a consistent way to log them
Resident and dues records live in community management software, separate from wherever residents are actually messaging
New-resident move-in questions about rules and procedures get answered from scratch each time
Board announcements go out inconsistently across residents, some by email, some not at all
From Resident Message to Handled Request
Automated Dues Reminders
Payment nudges sent on the schedule the board sets.
Amenity Booking Flow
Residents check availability and book shared spaces in chat.
Maintenance Request Intake
Common-area issues logged and routed automatically.
CRM Integration
Connects to your community management software via API or webhook, configured directly into your automations — reads resident and dues records and writes bookings and maintenance requests back in parallel.
Where Resident Conversations Happen
WhatsApp-led — residents already use it for daily communication, and it works as a running record for dues, bookings, and maintenance without a resident portal login.
Share Community Updates Where Residents Scroll
Instagram DM answers move-in and community-rule questions from new and prospective residents.
Best for:
- Move-in questions
- Community rules
Keep Dues and Notices in One Thread
Dues reminders and board updates go out on the board's schedule and stay as a running record.
Best for:
- Dues reminders
- Board announcements
HOA Communication Software That Runs Without a Full-Time Front Office
In most associations, dues reminders, amenity bookings and repair complaints fall to whoever is covering the office or volunteering on the board that month. HOA communication software automates the routine requests and keeps a written record of each one, so the community does not depend on any single person being available.
How it works
Send dues reminders on schedule
HOA dues reminders go out on the calendar the board sets, before assessments are due, so fewer owners reach late fees.
Let residents book amenities
An amenity reservation system in chat shows availability for the clubhouse, pool and courts and confirms the booking without a sign-up sheet. Double bookings disappear because every request checks the same calendar.
Log common-area issues
HOA maintenance request tracking records each report about common areas with a time and a route, so work orders are not lost in someone's text messages. The resident who reported the problem can be told when the repair is done.
Connect your management software
By API or webhook, Reflys reads resident and dues records and writes bookings and requests back.
In practice
Say a resident wants the clubhouse for a graduation party on the first Saturday in June. She checks availability in chat at 9 pm, sees it is open, books it and receives the rules and deposit details. The same week, another resident reports a broken gate latch at the pool. Both items are on record for the board meeting without anyone taking a call.
Practical tips
Send board announcements through one channel to every household. Residents who hear news secondhand are the ones who dispute it later. Post the same text on the notice board for owners who prefer paper.
Give new owners a short welcome flow covering move-in rules, trash days and where to find the governing documents. It answers the first month's questions in advance.
Keep reminder wording neutral and identical for everyone. In a self-managed HOA, neighbors are collecting from neighbors, and consistency prevents hard feelings.
Questions? We've got answers.
Everything you need to know about Reflys, automations, integrations, and getting started.
Most residents already have WhatsApp open daily, and there's no login to remember, which is usually why response and completion rates beat a portal that people forget exists.
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