LotWize Help Center — Organization Management Guide

Last updated: May 2026

This guide covers managing HOAs, communities, and PMC organizations in LotWize.

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What Is an Organization?

In LotWize, an organization is a community or group of communities:

• HOA (Homeowners Association) — A single residential community
• PMC (Property Management Company) — A company managing multiple HOAs
• Condo Association — Similar to HOA, for condominium buildings
• Co-op — Housing cooperative

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Creating an Organization

For Admins

1. Go to Admin → Organizations → Add
2. Select organization type:
   • HOA
   • PMC
   • Condo Association
   • Co-op
3. Enter details:
   • Organization name
   • Address
   • Number of units/homes
   • Contact person
   • Contact email
4. Assign a plan:
   • Free (up to 10 units)
   • Starter ($59/month flat or $35/month hybrid)
   • Growth ($99/month flat or $75/month hybrid)
   • Pro ($149/month flat or $99/month hybrid)
   • PMC (custom pricing)
5. Click "Create Organization"

The organization gets a unique ID and immediate access to the portal.

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For PMCs (Self-Service)

PMCs can create new communities from their dashboard:

1. Go to Portfolio → Add Community
2. Enter community details
3. Choose plan tier
4. Click "Create"

The new community is added to the PMC's portfolio instantly.

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Organization Settings

General Settings

• Organization name — Displayed on the portal and invoices
• Logo — Uploaded image, shown on the community website and portal
• Address — Physical location of the community
• Timezone — Affects meeting times, due dates, and notifications
• Language — English (more languages coming)

Portal Settings

• Custom domain — Growth and Pro plans (e.g., portal.myhoa.com)
• Theme colors — Primary and secondary brand colors
• Welcome message — Shown on the homeowner login page
• Contact info — Phone, email, emergency contact

Feature Settings

Toggle features on/off per organization:

• Online payments
• Amenity booking
• Violation management
• AI assistant
• Community website
• Document storage
• Meeting management
• Voting

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Managing Multiple Communities (PMC)

Portfolio View

PMCs see all managed communities in one dashboard:

1. Go to Portfolio → Overview
2. See a summary card for each community:
   • Name and status
   • Number of homeowners
   • Monthly dues collected
   • Open violations
   • Upcoming meetings

Cross-Community Operations

Bulk actions across communities:

• Send announcements to all communities
• Generate portfolio-wide financial reports
• Compare metrics between communities
• Apply settings templates

Community Templates

Save time by creating templates:

1. Configure one community perfectly
2. Go to Portfolio → Templates → Save as Template
3. Name the template
4. When creating a new community, choose "Apply Template"

What templates include:

• Feature toggles
• Violation rules
• Amenity settings
• Payment policies
• Email notification preferences
• Folder structure for documents

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Organization Status

Status Types

Lifecycle Management

Trial → Active:

1. Organization starts 14-day trial
2. Reminder emails sent at day 7 and day 12
3. On day 14, if no payment info added → read-only mode
4. Read-only for 30 days, then data deletion begins

Active → Past Due:

1. Payment fails on billing date
2. 3 retry attempts over 7 days
3. If all fail → Past Due status
4. Organization gets 7-day grace period
5. If unpaid → Suspended

Suspension → Reactivation:

1. Update payment method
2. Pay outstanding balance
3. Status returns to Active
4. All data restored

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Merging Organizations

Sometimes a PMC acquires management of an HOA already on LotWize:

1. Go to Admin → Organizations → Merge
2. Select the source (existing HOA) and target (PMC portfolio)
3. Review the merge preview:
   • User accounts (preserved)
   • Payment history (preserved)
   • Documents (moved to PMC folder)
   • Settings (PMC template applied)
4. Confirm merge

What happens:

• Homeowner portal URL may change
• All data is preserved
• Users get an email about the transition

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Organization Analytics

Per-Organization Metrics

View detailed stats for any organization:

• Financial: Dues collected, outstanding balances, payment completion rate
• Engagement: Logins, feature usage, support tickets
• Compliance: Violation resolution time, meeting attendance, vote participation
• Growth: New signups, retention rate, churn risk

Comparison Reports

Compare multiple organizations side-by-side:

1. Go to Portfolio → Comparison
2. Select 2-5 communities
3. Choose metrics to compare
4. Generate report

Great for PMCs to identify best practices and underperforming communities.

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Next Steps

• Dashboard Overview →
• Manage Users →
• Track Leads →
• Support Workflow →
• Feedback Analysis →

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Managing a large portfolio? Our team can help with bulk onboarding. Email support@sanafai.com.