For HOA boards

Enforce your rental rules without making it a second job

A board that runs its leasing rules by hand spends its volunteer hours finding rentals, writing to owners, chasing leases, and keeping the registry. With RentTrac360 running the program, that work comes off the board's plate. The board sets the rules and decides the exceptions.

Request a Demo Your state's rules

About two-thirds

fewer volunteer hours on the rental program, by our estimate for a small community

From a task-by-task estimate we prepared in 2026 for a Georgia board of a community under 100 homes: about 105 volunteer hours in the first year running the rental program in-house, about 37 with RentTrac360 running it. The estimate assumed the board still read every lease and voted on every approval, so it doesn't count the time automatic lease checks and approvals save. An estimate, not a guarantee—hours scale with your community's size and rental count.

Who does what

The routine work moves to us, including leases and approvals that clearly meet your rules. Exceptions and enforcement stay with the board.

TaskBoard runs it in-houseWith RentTrac360 running it

Finding the rentalsBoard runs it in-house: Board volunteers check public records home by homeWith RentTrac360 running it: RentTrac360 finds and scores likely rentals

Confirming with ownersBoard runs it in-house: Letters, follow-ups, and a log of who answeredWith RentTrac360 running it: RentTrac360 contacts owners and logs every response

Collecting leases and documentsBoard runs it in-house: Chasing owners for leases, tenant and occupant detailsWith RentTrac360 running it: Owners upload through a self-service portal

Watching for sales and new listingsBoard runs it in-house: Someone has to noticeWith RentTrac360 running it: Flagged in the board's monthly report

Keeping the rental registryBoard runs it in-house: A spreadsheet one volunteer maintainsWith RentTrac360 running it: Kept current automatically, with the history

Reviewing leasesBoard runs it in-house: Board members read every leaseWith RentTrac360 running it: Checked automatically against your leasing rules; the board sees only exceptions

Approvals and permitsBoard runs it in-house: The board votes on each oneWith RentTrac360 running it: Approved automatically within your cap, waitlist, and rules; exceptions go to the board

Enforcement decisionsBoard runs it in-house: The boardWith RentTrac360 running it: The board, with the file already built

Who carries the cost

In-house, the program looks free, but the board pays in volunteer hours, and those hours are hard to recover from anyone. With RentTrac360, the work becomes an invoiced program cost, billed per verified rental. Owner-occupied homes are never billed.

Many associations recover that cost through a leasing or rental administration fee charged to the owners who rent, so the cost sits with the homes that create the work. Whether your governing documents allow that fee, and how it should be set, is a question for your HOA attorney.

Two ways to run it

Fully Administered

We run it

We set up your community, contact owners, collect leases and documents, keep the registry, and send the board a monthly report with what needs a decision. Leases and approvals that meet your rules go through on their own. Most boards start here.

Self-Operated

Your board runs it

The same platform, operated by a board member or committee: guided setup in about 15 minutes, automated detection and owner verification, and a real-time dashboard. Email and phone support included.

Have a management company? Here's how it works with them.

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Built around your state's rules

Every state decides what an association has to prove before a rental rule holds up. Our guides lay out the statutes and the records each one requires, with a printable board checklist for each state.

See your community's rental picture

We'll show you what the platform finds in your community and what a year of running it would look like for your board.

Request a Demo Call (404) 436-1379