Independence HOA – Case Study

About Independence HOA

Independence HOA comprises 498 single-family and townhomes.

Independence’s Membership Policy

Independence’s pool is available to all residents. Including owners and renters.

To access the pool:

1. Residents must agree to the pool rules.
2. Residents must sign a waiver.
3. Renters must provide a copy of their lease.

Independence’s Pool Admittance/Identification Policy (Pass Policy)

1. A) All households must be in good standing.
2. B) All members must present a Classic Pool Pass or ePass at the gate.

Independence’s Needs

1. A full-service option. Volunteer board members wish to outsource resident verification to Access Granted Systems and take a hands-off approach.
2. An online application to collect owner vs. renter information.
3. Memberships expire yearly. Members are required to update their households, pictures, agree to the pool’s rules, and sign a waiver on a yearly basis.
4. Instant distribution of pool passes.
5. Volunteer board members or management must be able to suspend households at any time.  Before, during, or after the application is submitted.

 

How Independence Uses Access Granted Systems

Need #1: Outsourcing Resident Verification with Full-Service Processing

Independence HOA utilizes the Full-Service option for a completely hands-off verification process. AGS staff processes and verifies residents based on the HOA’s custom rules. This ensures consistent policy enforcement, automatically flagging or placing applications on hold for community review when issues like a suspended address or household size limit are detected, significantly reducing board involvement.

 

Custom instructions are written for AGS staff to correctly process and approve residents.

Applications are flagged to the community upon request or as needed.

 

Need #2: Custom Application for Policy Compliance

The custom online application enforces complex policy requirements, particularly for non-owner residents. The form collects Owner vs. Renter status and dynamically requires renters to securely upload a copy of their lease. This ensures that every household meets the HOA’s specific compliance and documentation requirements.

 

 

Need #3: Annual Renewal and Legal Compliance

To maintain current records and compliance, the HOA uses automated expiration management, setting all memberships to expire yearly in December. The renewal process requires residents to digitally agree to rules and sign the waiver within the application, automatically collecting and merging the signed legal document for annual acceptance of liability terms.

Residents must agree to the pool rules and sign a waiver yearly.

Need #4: Instant Pass Distribution

After approval, the system instantly issues the ePass via email, which residents add to their mobile wallets. This instant digital distribution eliminates the high cost and time of manual printing and mailing physical passes. The system also supports classic pass printing and member lookup options for universal accessibility.

 

   

Need #5: Real-Time Access Control

The platform provides HOA management with immediate control over amenity access. Management can instantly suspend a household’s membership at any stage (before, during, or after application submission) by digitally revoking access. This cloud-based suspension capability is critical for enforcing “good standing” rules and maintaining security across the community’s large facility.

Before the application is submitted.

At the time of submission.

After the application has already been processed.

Simplify Your Amenity Management with Access Granted Systems

If your community requires a customizable, hands-off solution for managing amenity access, payments, and document collection, request a demo with Access Granted Systems today.