Resident requests for your HOA
Every request gets an owner and a record.
Turn resident questions, service requests, and public form submissions into numbered cases. Keep assignment, status, due dates, messages, and supporting information together.
Crestview Meadows
Streetlight repair
Request REQ-2026-042 · 128 Willow Lane
- Status
- In progress
- Owner
- Maintenance committee
- Assigned to
- Morgan Reed
- Due date
- September 24, 2026
The form starts the work. It should not be the end of the record.
totalHOA combines a form builder with case management. A submission becomes work the association can route, track, discuss, and hand over when responsibilities change.
What you can do
The tools behind the everyday work.
Forms the board can build
Start with a template or a blank form, then choose the fields and information the association needs.
Numbered cases
Keep each submission with a status, owner, assignee, and due date instead of a loose email thread.
Committee and person assignment
Give responsibility to a committee, the board, or an individual, with a separate assignee for the person handling the work.
Two-way case messages
Residents and staff can keep their conversation on the request. Verified email replies can join the same thread.
Routing and automation rules
Configure supported rules for how new requests are assigned and handled, and test them before activation.
Resident or public intake
Publish a form for signed-in residents or make it available to visitors, with different attachment and tracking capabilities.
How it works
From the first submission to the final response.
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Submit the details
The resident completes the association’s form.
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Create the case
Record the submission with its reference and initial status.
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Assign and respond
Route it to the responsible team and keep replies together.
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Resolve with a history
Close the work while retaining its information and conversation.
Connected by the record
A resident can reply from the inbox they already use.
Case notifications carry a reply address. After sender verification, a reply is recorded in the request thread so staff can follow the conversation in context.
- See the message beside the original submission.
- Keep team ownership separate from the individual assignee.
- Hand over open work without handing over personal email accounts.
Crestview Meadows
Request conversation
REQ-2026-042 · Streetlight repair
The light is beside the north entrance to the walking path.
Thank you. We have reported it to the maintenance contractor and will update this request after the repair.
Thanks for keeping me posted.
The right view for each role
Clear for residents. Useful for the board.
For residents
- Submit the information requested by the board.
- Follow supported requests from their account.
- Reply to case notifications by email.
For boards and committees
- Build and publish intake forms.
- Assign responsibility and track due dates.
- Review the complete case and message history.
One connected platform
Keep the next step connected.
Resident requests FAQ
Questions boards ask.
A public form can accept submissions without sign-in. Anonymous submissions cannot attach files or use the same ongoing tracking available to signed-in residents.
Yes. The form builder supports starting from a template or a blank form and configuring the information to collect.
Yes. Ownership can sit with a committee, the board, or an individual. A separate assignee identifies the person doing the work.
Not always. A verified reply to a case notification email can be added to the request’s message thread.
See Resident requests in action
Follow a resident request from intake to resolution.
Walk through the workflow and the records it connects in a totalHOA demonstration.