Frequently Asked Questions

Click "Get Started" on any page to begin. Choose the plan that fits your community size, create your account, and you'll have access to your HOA management dashboard within minutes.

All you need is your HOA's basic information: community name, number of units, and a contact email. You can add resident details, dues schedules, and other configuration after your account is set up.

Yes! CoolHOA supports CSV import for units, residents, and historical dues records. Our onboarding team can help you migrate data from spreadsheets or other HOA management tools at no extra cost.

Every plan starts with your first month free. A credit card is required at signup, but you won't be charged until the trial ends a month later. Cancel anytime before then and you won't be billed.

CoolHOA uses simple unit-based pricing. Choose the tier that matches your community size: Hamlet (1-25 units, $19/mo), Village (26-75 units, $49/mo), Town (76-200 units, $99/mo), or City (201+ units, ~$0.50/unit/mo). Every plan includes all features.

Your first month is free on every plan. We collect a card at signup but don't charge it until your trial ends — one month after you sign up. After that you're billed monthly; cancel anytime before the trial ends to avoid any charge.

Absolutely. There are no long-term contracts or cancellation fees. You can cancel your subscription at any time. Your access continues until the end of your current billing period, and we offer a 30-day grace period for reactivation.

We accept all major credit cards and debit cards through our payment processor, Stripe. All transactions are encrypted and PCI compliant.

No problem! You can upgrade your plan at any time from your account dashboard. We'll prorate the difference for the remainder of your billing period.

When residents pay dues online, standard Stripe processing fees apply: 2.9% + $0.30 for credit/debit cards. ACH bank transfers have no fee passed to residents. CoolHOA charges a small platform service fee of 0.2% + $0.10 per transaction, which is deducted from the payment before it reaches your HOA's bank account—residents never see this fee. For example, on a $300 card payment, the resident pays $309.00 (dues + card fee), and your HOA receives approximately $299 after the platform fee.

Residents can pay dues via credit card, debit card, or ACH bank transfer—all powered by Stripe. Payments are processed securely and residents receive automatic receipts via email.

There are no user limits on any plan. CoolHOA supports role-based access with four roles: Admin (full access), Treasurer (financial access), Resident (portal access), and Guest (limited read-only). Add as many board members and residents as you need.

Yes. CoolHOA includes a built-in announcement system with email delivery. You can target announcements to all residents or specific groups, set priority levels, and track read receipts.

Yes. You can create polls and surveys, run board elections with verified voting, and track quorum. Voting can be anonymous or attributed, and results are tallied automatically.

CoolHOA includes comprehensive financial dashboards with income/expense tracking, budget monitoring, accounts receivable aging, and exportable reports for board meetings or audits.

Every CoolHOA instance runs in its own isolated environment with encrypted data at rest and in transit. We perform automated daily backups with 30-day retention, and our infrastructure is hosted on Google Cloud.

Only users you authorize can access your data. CoolHOA uses role-based access controls so you decide exactly what each user can see and do. Our team does not access your data unless you explicitly request support assistance.

All payment processing is handled by Stripe, a PCI Level 1 certified payment processor. CoolHOA never stores credit card numbers or bank account details on our servers.

All plans include email support with a 24-hour response time, an in-app help center with guides and tutorials, and onboarding assistance to help you get started.

You can reach our support team via the Contact page or directly from within your CoolHOA dashboard. We respond to all inquiries within one business day.

Yes! We offer free onboarding assistance including data migration help, a walkthrough of key features, and best practices for setting up your HOA. Just let us know when you sign up and we'll schedule a session.