Congratulations on choosing myHomeSpot.com as your new community association management company!
My name is Casey Hunley, and I will be your dedicated onboarding specialist. My role is to coordinate the transition process, ensuring a smooth and efficient switch from your previous management company. I will be your primary point of contact until your community is fully set up, you’ve received comprehensive training on our services, and I’ve introduced you to your new association manager.
The transition officially began when you signed the management agreement. My first step is to contact your previous management company to request the essential financial and other records needed to initiate the process. This initial data includes the year-end financials for the previous year (Balance Sheet, Income Statement, Bank Reconciliation Report, Bank Statement, Chart of Accounts, and Trial Balance) to establish the starting balance for the current calendar year. Obtaining this information promptly is crucial for us to proceed.
Following this, we will need the current year’s financial data. To avoid overwhelming your current manager, we can start with the previous month’s financials (the same reports mentioned above). We will also require additional reports, such as a full account statement for every member through the last month, detailing all charges, receipts, and account entries. Additionally, a vendor contact report listing all vendors paid this year, a Year-to-Date check register report, and a member contact list (including mailing addresses, phone numbers, and email addresses) will be necessary. This data will allow us to build our accounting database in preparation for your current manager’s service conclusion.
To help us better understand the operational details of your community, we kindly request the Board’s assistance in completing a few online forms. These forms do not have any required fields, and we ask that the person with the most knowledge regarding the information for each form complete it.
FORM 1: GETTING STARTED
https://mhspns.wufoo.com/forms/m1xkoo6y13tsdnh/
FORM 2: TELL US ABOUT THE PROPERTY
https://mhspns.wufoo.com/forms/m1xkoo6y13tsdnh/
FORM 3: THE BOARD OF DIRECTORS
https://mhspns.wufoo.com/forms/mi0g87u0ku3ieg/
FORM 4: THE ARCHITECTURAL COMMITTEE
https://mhspns.wufoo.com/forms/m18hpxmm0w4offf/
FORM 5: TELL ABOUT YOUR VENDORS
https://mhspns.wufoo.com/forms/mj9fice0haukfd/
FORM 6: ESTABLISH YOUR ACCOUNTS PAYABLE PROCESS
https://mhspns.wufoo.com/forms/mzv39bk0bjdiho/
FORM 7: HOW SHOULD WE HANDLE DELINQUENCY AND COLLECTIONS
https://mhspns.wufoo.com/forms/z1qcjxap0128scs/
FORM 8: HOW SHOULD WE HANDLE CCR/RULE ENFORCEMENT
https://mhspns.wufoo.com/forms/z1wb8e2r02bnx17/
FORM 9: REQUEST TO INSTALL A FREE SIGN FOR MEETING NOTICES AND EMERGENCY MAINTENANCE
https://mhspns.wufoo.com/forms/m1erm0jb1pglx76/
FORM 10: HOW SHOULD WE HANDLE ARCHITECTURAL REQUESTS
https://mhspns.wufoo.com/forms/zdpbhi118rk2zy/
FORM 11: SETUP YOUR BANK SIGNORS
https://mhspns.wufoo.com/forms/zayll41aqwqgy/
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Here is a quick outline of the Onboarding Steps:
MHS CONTRACT ENGAGEMENT
EGNYTE SERVER DEPLOYMENT (establish all software licensing and records server access)
TRANSITION NOTIFICATIONS / DATA COLLECTION (notify prior management company)
WORKSPACE DEPLOYMENT (creation of email aliases, calendar)
CREATE ACCOUNTING DATABASE (configure system, import property/owner names, banking connections, etc.)
INITIAL IMPORT OF ACCOUNTING DATA (Prior Year Stating Balance, Last Month Starting Balances)
BANKING SERVICES SETUP (board members must submit online form data for signers)
VENDOR DATA IMPORT (using online form data provided by Board and prior management)
ACCOUNTS PAYABLE MODULE SETUP (using online form data provided by Board)
DELINQUENCY/COLLECTION MODULE SETUP (using online form data provided by Board)
INSURANCE DATA SETUP (data must be provided by insurance agent or prior management)
MAILING SERVICES SETUP
CLOSING SERVICES SETUP
HOA WEBPAGE SETUP
ONLINE STORE SETUP (access devices for purchase)
COMMON AREA RESERVATION SYSTEM SETUP (online booking system)
OFFICE BILLING SERVICES SETUP (copier, postage, additional service tracking)
VENDOR TRANSITIONS (notify vendors of new mgmt)
PROPERTY INFORMATION SETUP (using online form data provided by Board)
BOARD OF DIRECTORS DATA SETUP (using online form data provided by Board)
ARCHITECTURAL COMMITTEE SETUP (using online form data provided by Board)
CCR/RULE ENFORCEMENT MODULE SETUP (using online form data provided by Board)
EMPLOYEE/PAYROLL SETUP (as needed)
LICENSE/REGISTRATION TRANSITIONS (pool, elevator, corporate filing, registered agent)
WORK ORDER MANAGEMENT MODULE SETUP
OFFICIAL RECORDS IMPORT
CALENDAR EVENTS SETUP
ARCHITECTURAL PORTAL DEPLOYMENT
CCR ENFORCEMENT APP/PORTAL DEPLOYMENT
WORK ORDER APP/PORTAL DEPLOYMENT
HOA APP/PORTAL DEPLOYMENT
OFFICIAL RECORDS DEPLOYMENT
CLOSING PORTAL DEPLOYMENT
ONLINE STORE DEPLOYMENT
AMENITY RESERVATION DEPLOYMENT
EMPLOYEE/PAYROLL DEPLOYMENT
SITE VISIT/INSPECTION
PROPERTY SIGNAGE INSTALLATION
PROPERTY PHOTOGRAPHY
BOARD TRAINING
ARCHITECTURAL TRAINING
WELCOME LETTER
KICK-OFF MEETING