Let’s be honest: for Florida homeowner associations (HOAs) and condo associations, 2025 started with a scramble to get compliant.
Between House Bill 1203 and House Bill 1021 going into effect, more communities than ever suddenly needed to launch or upgrade their websites and start posting important documents online.
Now that we’re a few months past the January 1 deadline, it’s time to shift gears. The question isn’t just “Are we compliant?” anymore. It’s “How do we stay compliant—and use this new digital presence to our advantage?”
Let’s walk through what the new laws require, where associations can stumble, and what you can do to keep everything running smoothly moving forward.
What the New Florida Laws Actually Require
Let’s start with a quick refresher.
House Bill 1203 (signed in 2023) focuses on HOAs:
- Associations with more than 100 parcels must have a website (or app) where key documents can be downloaded—and yes, it must work on mobile devices
- Certain records must be shared with law enforcement if requested.
- Associations need to keep records for at least seven years, unless your bylaws say longer.
House Bill 1021 (passed in 2024) expanded the rules for condos:
- Before, only condo associations with 150+ units had to follow the website rules.
- Now, any association with 25 or more units is required to have a website and publish records.
- That means more small and midsize associations are now on the hook.
What Documents Must Be Posted Online?
If your community falls under these new rules, your website (or app) should include:
- Governing documents (declarations, bylaws, articles of incorporation)
- Meeting notices and board agendas
- Annual budgets and financial statements
- Rules and regulations
- Insurance policies
- Contracts or bids over $2,500
- Proof of board member certification or education
Important: These documents need to be available for at least one year, and they should only be accessible through a secure owner login and not posted on a public webpage.
Four Mistakes That Can Cost You Compliance
Even with the best intentions, it’s easy for HOAs and condo associations to slip up. Here are some of the most common mistakes to avoid:
- Forgetting to update documents regularly—outdated info can get you flagged.
- No secure login—posting official documents without password protection is a compliance risk.
- No backups—if your site crashes or files are lost, you need a way to recover them.
- No upload history—without logs, you may struggle to prove compliance in a dispute.
Pro tip: BuildingLink automatically tracks and time-stamps document uploads, stores version history, and gives you full control over resident access—all in one place. That means more peace of mind when it comes to compliance.
Best Practices for Long-Term Digital Compliance
Now that the rush is over, let’s talk about keeping everything in order long-term. Here are a few simple habits to adopt:
- Set a digital calendar: Use recurring reminders to upload and review required documents.
- Appoint a point person: Whether it’s a board member or your community manager, someone should own the process of keeping the site updated.
- Use the right software: Management platforms can automate a lot of this work (we’ll talk more about that in a moment).
- Educate your board: Make sure current and future board members know the rules and what’s expected.
By building these habits into your routine, your association can stay confidently compliant and turn digital transparency into a valuable asset for your community.
Compliance Is Just The Start. Turn Your Website Into A Communication and Community Hub
Sure, compliance is the goal, but your website can be more than a legal checkbox.
When used right, it becomes a communication hub. It helps:
- Build trust and transparency with residents
- Cut down on paperwork requests
- Share community news, alerts, and documents in one place
When done well, your website becomes a tool that not only keeps you compliant but strengthens your community in the process.
Pro tip: With BuildingLink, you can turn your compliance site into a resident-friendly portal—complete with announcements, service requests, amenity bookings, and more—all while keeping required documents secure and accessible.
What to Do If You’ve Fallen Behind
If your association hasn’t yet met the compliance requirements, or if the new 25-unit threshold just made you subject to them, take action now:
- Fix gaps right away: The more time you spend out of compliance, the bigger the threat.
- Seek professional advice: Particularly if you are uncertain about what notices must be posted.
- Enlist additional assistance if necessary: Association management platforms like BuildingLink can assist in bringing your digital presence online in a timely and trustworthy manner.
Getting back on track now avoids potential fines and sets your community up for smoother operations and stronger resident trust.
How BuildingLink Can Help
BuildingLink provides a powerful online platform to make compliance easy for Florida associations:
- Document Storage: Host governance documents, budgets, meeting minutes, and other materials behind a password-protected gateway to be viewed by verified residents.
- Mobile-Friendly Interface: Built with smartphones and tablets in mind, BuildingLink allows your association to be mobile-compliant with Florida regulations.
- Automated Reminders: Create reminders and notifications to keep documents uploaded and updated in a timely manner.
- Resident Portal Access: Provide residents with a centralized location to access all records, requests, and announcements.
- Professional Guidance: BuildingLink’s professionals are here to help Florida community associations stay up-to-date with compliance requirements and can assist your board through the transition.
Florida’s digital transparency laws aren’t going away. If you’re already compliant, great! Now’s the time to build systems that keep you that way. And if you’re still catching up, there’s help available.
Want to simplify compliance and improve communication with your residents? Get in touch with BuildingLink and see how we can help.
