Comply. Operate. Maintain.
Three suites on one records engine. What your board does in CondoOS lands in the right statutory slot. Comply is available now; Operate and Maintain are being built on the same engine.
Bayfront Towers
Readiness score — reflects CondoOS workflow status, not a legal determination.
FIG 1
Comply. Operate. Maintain.
Three suites on one records engine. What your board does in CondoOS lands in the right statutory slot. Comply is available now; Operate and Maintain are being built on the same engine.
Why not 100?
Bayfront Towers · 89Readiness score — reflects CondoOS workflow status, not a legal determination.
FIG 1
Comply, in depth.
The statutory records website, the posting, notice and records-request clocks, and the proof of what your association did. Available now for every Florida condo and HOA.
Requirements, not folders.
Your association's type, unit count and number of stories decide what you owe. Each obligation becomes a slot with its citation, deadline and owner.
- 22 obligation types for a condo of three or more stories, 14 for an HOA
- Missing or contradictory facts return “review required” instead of a guess
- Rule packs are versioned when the law changes; past evidence keeps the version it met
- Every slot keeps every version of its record; nothing is overwritten
FIG 2
Why not 100?
Bayfront Towers · 89Readiness score — reflects CondoOS workflow status, not a legal determination.
One number, and exactly why it isn't 100.
A readiness score from 0 to 100, weighted by how serious each obligation is and how late it is.
- “Why not 100?” names each item costing points, and the one action that clears it
- A gap left for more than 30 days counts double
- Recomputed as work happens, with daily history
A records website owners can find their way around.
Public pages for everyone and a protected owner section, with an Official records page for every statutory category.
- Owners request access and are matched against your roster
- Notices, records by category, search and their own requests
- Minutes and recordings stay up for the rolling 12 months
- One brand color per association
Records
FIG 3
FIG 4
Ten working days, counted for you.
Portal, email, paper or certified mail: every request runs on one clock, counted on the Florida state holiday calendar. You can add your association's own closures.
- Reminders on days 5, 8 and 9, and an alert to the board on day 9
- Already posted? Your manager answers with a link to the record
- The owner sees status and history
For HOAs, ask your attorney whether a link satisfies the request.
General information about Florida law, not legal advice. Confirm with your association's attorney.
Notices that can't go up late by accident.
Create the meeting and CondoOS checks the notice against the rule before it posts: 48 hours for a board meeting, and 14 days for owner meetings and for board meetings on budgets or special assessments.
- Too late, and it warns or blocks
- Notices have no approval step: your manager posts them
- A held meeting opens slots for the approved minutes and, for video meetings, the recording
- CondoOS times and posts the website notice. Mailing or delivering notice to owners, and posting it at the property, are still your association's job.
General information about Florida law, not legal advice. Confirm with your association's attorney.
Meetings
Bayfront TowersFIG 5
Nothing posts without approval. Protected numbers never do.
Every document moves from uploaded to approved to published. An approver is a board member or your association administrator, and your association requires one or two. A file flagged for a Social Security or bank account number can't be approved until a reviewer confirms the redaction.
FIG 6
A record your attorney can check.
Every upload, approval, posting and request goes on an append-only audit trail. Each entry is sealed with a fingerprint of the one before, so any edit shows. Your board and administrators verify the chain on demand, and the result goes in every evidence pack.
Audit trail
Bayfront Towers · 1,412 entriesEvidence pack
Bayfront Towers · as of Oct 9System activity record. Not a legal opinion or a certification of compliance.
FIG 7
Comply, in depth.
The statutory records website, the posting, notice and records-request clocks, and the proof of what your association did. Available now for every Florida condo and HOA.
Requirements, not folders.
Your association's type, unit count and number of stories decide what you owe. Each obligation becomes a slot with its citation, deadline and owner.
- 22 obligation types for a condo of three or more stories, 14 for an HOA
- Missing or contradictory facts return “review required” instead of a guess
- Rule packs are versioned when the law changes; past evidence keeps the version it met
- Every slot keeps every version of its record; nothing is overwritten
FIG 2
Ten working days, counted for you.
Portal, email, paper or certified mail: every request runs on one clock, counted on the Florida state holiday calendar. You can add your association's own closures.
- Reminders on days 5, 8 and 9, and an alert to the board on day 9
- Already posted? Your manager answers with a link to the record
- The owner sees status and history
For HOAs, ask your attorney whether a link satisfies the request.
General information about Florida law, not legal advice. Confirm with your association's attorney.
FIG 4
Notices that can't go up late by accident.
Create the meeting and CondoOS checks the notice against the rule before it posts: 48 hours for a board meeting, and 14 days for owner meetings and for board meetings on budgets or special assessments.
- Too late, and it warns or blocks
- Notices have no approval step: your manager posts them
- A held meeting opens slots for the approved minutes and, for video meetings, the recording
- CondoOS times and posts the website notice. Mailing or delivering notice to owners, and posting it at the property, are still your association's job.
General information about Florida law, not legal advice. Confirm with your association's attorney.
Meetings
Bayfront TowersFIG 5
Nothing posts without approval. Protected numbers never do.
Every document moves from uploaded to approved to published. An approver is a board member or your association administrator, and your association requires one or two. A file flagged for a Social Security or bank account number can't be approved until a reviewer confirms the redaction.
FIG 6
A record your attorney can check.
Every upload, approval, posting and request goes on an append-only audit trail. Each entry is sealed with a fingerprint of the one before, so any edit shows. Your board and administrators verify the chain on demand, and the result goes in every evidence pack.
Audit trail
Bayfront Towers · 1,412 entriesEvidence pack
Bayfront Towers · as of Oct 9System activity record. Not a legal opinion or a certification of compliance.
FIG 7
How one meeting flows through CondoOS.
Today CondoOS runs steps 1, 4 and 5. Hold the meeting and write the minutes your usual way, then upload them. The slots, clocks and approvals take it from there. Operate adds steps 2 and 3.
Timing checked against the 48-hour and 14-day rules; the manager posts it.
Agenda, in-person room and video, with the recording on.
An AI draft with every motion and vote, for the board to approve.
The held meeting opens both slots. The board approves; the manager publishes.
Every step goes on the audit trail, and the readiness score updates.
Early access: Operate and Maintain.
Built on the same records engine. Not available yet, and planned features may change before release. You won't be billed for anything that isn't available.
Operate
Early accessWhere the board does its work. Every decision made here will become a posted, provable record.
- Hybrid board room with recording
- AI-drafted minutes for board approval
- E-voting and ballots, where your documents and Florida law allow
- Vendor bids and contracts
- Owner service requests and announcements
- Budget view from your accounting system
- Accounting integrations
Maintain
Early accessYour milestone inspection and structural integrity reserve study (SIRS), turned into a plan for the building.
- Asset register built from your SIRS
- Milestone inspection and SIRS re-study clocks
- Work orders and vendor history
- Reserve forecast
- Insurance and storm prep
- Board Copilot, which answers from your records
Early access: Operate and Maintain.
Built on the same records engine. Not available yet, and planned features may change before release. You won't be billed for anything that isn't available.
Operate
Early accessWhere the board does its work: a hybrid board room with recording, AI-drafted minutes, e-voting and ballots, vendor bids and more.
Maintain
Early accessYour milestone inspection and reserve study, turned into a plan: work orders, a reserve forecast, storm prep and more.
Built for one building or a hundred.
The foundation under every suite: one console across associations, onboarding that reads the back file for you, and the controls a board's attorney asks about.
Portfolio console
Every association sorted by risk, one work queue across all of them, bulk CSV onboarding, and a short monthly report PDF for each board.
| Association | Score | Governing documents | Financial | Meetings & notices | Contracts & bids | Insurance | Inspections & SIRS | Records requests |
|---|---|---|---|---|---|---|---|---|
Hollywood Beach Club |
66 |
100 | 73 | 80 | 50 | 100 | 60 | 75 |
Sunrise Key |
72 |
100 | 73 | 67 | 75 | 100 | 60 | 100 |
Coral Ridge |
74 |
83 | 64 | 71 | 100 | 100 | 60 | 75 |
Wynwood Lofts |
82 |
100 | 82 | 88 | 75 | 100 | 80 | 100 |
Bayview Commons |
84 |
100 | 91 | 79 | 75 | 100 | 80 | 100 |
Coconut Grove Terrace |
86 |
100 | 91 | 83 | 100 | 100 | 60 | 100 |
FIG 8
AI onboarding, human review
Drop in up to 2,000 files per import: PDFs, Word, Excel or scans. CondoOS reads each one and suggests its slot, dates and redaction flags. A person accepts every suggestion.
Set up Pelican Bay Residences
3 of 5Security
The controls behind every suite.
- Each association walled off in the database itself, with Postgres row-level security
- Multi-factor sign-in for staff and boards
- Hash-chained audit trail, verified on demand
- In production, encrypted at rest and in transit on AWS
- Approval and a redaction gate before owners see anything
Built for one building or a hundred.
The foundation under every suite: one console across associations, onboarding that reads the back file for you, and the controls a board's attorney asks about.
Portfolio console
Every association sorted by risk, one work queue across all of them, bulk CSV onboarding, and a short monthly report PDF for each board.
FIG 8
Security
The controls behind every suite.
- Each association walled off in the database itself, with Postgres row-level security
- Multi-factor sign-in for staff and boards
- Hash-chained audit trail, verified on demand
- In production, encrypted at rest and in transit on AWS
- Approval and a redaction gate before owners see anything
Start with Comply. Add the rest when you're ready.
A 20‑minute walkthrough with your own obligations, records and building. Or start with the free check on your current website.
Start with Comply. Add the rest when you're ready.
A 20‑minute walkthrough with your own obligations, records and building. Or start with the free check on your current website.