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How It Works with RentTrac360

Rental monitoring made simple, transparent, and effective.

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Step 1: Association Partnership

Your association contracts with RentTrac360 to conduct regularly scheduled audits and provide monthly reporting on rental activity within your community. These reports give boards real-time visibility into leasing trends, unregistered rentals, and compliance status.

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Step 2: Owner Fee & Record Setup

The management company applies the association’s rental monitoring fee directly to the homeowner’s account. This ensures accountability and consistency across all owners, while covering the administrative costs of ongoing audits and reporting.

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Step 3: Document Collection

Once a rental is identified, the management company collects all required documents on behalf of the association, such as:

  • Executed lease agreements

  • Tenant information forms

  • Property management company details (if applicable)

  • Proof of compliance with leasing restrictions or permits

This process ensures no rental home is overlooked or improperly documented.

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Step 4: Integration into Association Software

All pertinent information is securely entered into the association’s management software, including:

  • Tenant contact information

  • Owner and property management company details

  • Lease terms and expiration dates

  • Compliance requirements and deadlines

Boards now have a centralized, accurate record of every rental home in the community.

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Step 5: Communication & Compliance

With this data, the association and management company can:

  • Communicate directly with tenants regarding rules, policies, and community events

  • Send reminders to owners and property managers about compliance requirements

  • Enforce fines, penalties, or restrictions consistently

  • Keep accurate counts for rental caps or leasing limits

This strengthens transparency and ensures that everyone living in the community is held to the same standards.

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Step 6: Ongoing Monitoring & Reporting

RentTrac360 provides ongoing monthly audits and reports, giving the board peace of mind that:

  • Unauthorized rentals are identified quickly

  • Records remain accurate and current

  • Compliance deadlines are tracked and enforced

  • Rental activity trends can be reviewed year-over-year for better planning

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Added Benefits

  • Protects Property Values: By reducing unauthorized and short-term rentals that may disrupt community stability.

  • Reduces Liability: Ensures all residents are accounted for and aware of rules.

  • Supports Fairness: Applies the same process and standards to every homeowner.

  • Strengthens Community: Encourages tenants to feel included while keeping owners responsible.

 

 In short: RentTrac360 gives associations the tools to identify, document, and manage rentals efficiently—protecting property values, reducing liability, and creating a stronger, more compliant community.

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