Florida associations are heading into 2026 with more pressure, legal scrutiny, and compliance obligations than ever. Condominium associations already face mandatory website and portal requirements under Florida Statute 718.111(12)(g). HOAs are not yet bound by an identical statute—but recent reforms, inspection laws, and transparency standards are pushing many boards to prepare as if the 2026 deadline applies to them too. This guide explains what communities must post, what’s expected in the coming year, and how boards can avoid costly missteps.
Key Takeaways
- Florida condominium associations are legally required to maintain a secure website/portal with specific documents.
- HOAs are not under the same statutory obligation—yet—but legislative and market pressure make preparation essential for 2025–2026.
- Documents for condos must be posted within strict timelines (including 30-day updates and multi-year archival rules).
- Self-built websites often fail to meet security, privacy, audit, and document-control standards.
- Boards must integrate compliance workflows with inspections, reserve studies, SIRS reports, and construction documentation.
- Owner’s Representatives help communities streamline documentation and avoid legal/financial exposure.
- Start preparation in early 2025 to avoid a last-minute scramble.
Who Must Have a Website by January 1, 2026?
Condominium associations: Required. Florida Statute 718.111(12)(g) mandates that condos with 150+ units must maintain a digital portal or website that owners can access securely. Many smaller condos now implement portals voluntarily because insurance carriers, lenders, and auditors expect it.
HOAs: Not legally required… yet. However, between HB 913 reforms, reserve requirements, and growing pressure for transparency, many attorneys and CAMs advise HOAs to adopt the same standards by 2026. Boards are proactively preparing because:
- inspections and reserve reporting require digital traceability,
- owners expect online access to documents,
- disputes escalate when information isn’t centralized,
- large-scale projects require organized documentation.
Florida is moving toward “condo-style transparency” for HOAs. Smart boards are preparing now rather than waiting for mandated compliance.
What Documents Must Be Posted (Condos vs. HOAs)
Condominium Associations (Required by Law)
Under 718.111(12)(g), condos must post:
- Articles, bylaws, declaration, and amendments
- Rules and regulations
- Annual budget and proposed budget
- Financial reports
- All contracts (bids, proposals, executed versions)
- Association policies and notices
- Board certifications
- Meeting notices and agendas
Most documents must be posted within 30 days of being finalized. Others require rolling 7-year or perpetual retention.
HOAs (Best-Practice Expectations for 2026)
While not legally mandated, many HOAs mirror condo requirements to reduce risk and improve transparency. Typical HOA portals include:
- governing documents
- budgets and reserve schedules
- inspection reports
- SIRS and milestone documentation
- vendor contracts
- project plans and timelines
Posting documents online also reduces administrative load for CAMs and property managers and helps associations stay prepared for upcoming reforms.
Secure Portals, Privacy and Deadlines (30-Day Updates Explained)
The State of Florida requires condo boards to maintain:
- password-protected access for owners,
- audit-ready logs of posted documents,
- secure storage to prevent tampering,
- timely updates (usually within 30 days of approval/execution).
Boards often fail here—not because of bad intentions, but because the workflow is fragmented. Major projects (roofing, concrete restoration, waterproofing, façade work, amenities, mechanical upgrades) generate hundreds of documents. Without structured workflows, boards fall behind quickly.
See Falke HOA’s Project Management and Cost Management pages for how structured documentation control works in real construction environments.
The Hidden Risks of “DIY” HOA Websites (Non-Compliance, Lawsuits, Fines)
A low-cost WordPress website is not enough. Boards face several risks when they attempt a do-it-yourself solution:
- Improper access control (owners vs. renters vs. third parties)
- No audit trail for documents
- Exposing protected personal information
- Missing 30-day deadlines
- Unsecured file storage
- Inconsistent posting during major construction projects
During insurance audits, post-disaster inspections, or disputes with contractors, poor documentation can cost associations six figures.
To understand what an Owner’s Rep is and why boards rely on them, Falke HOA provides a clear explanation here: What Is an Owner’s Rep?
How an Owner’s Rep Helps Boards Go Beyond Minimum Compliance
Falke HOA is not a web development company—its role is far more strategic. As an Owner’s Representative and construction advisor, Falke helps boards structure the entire documentation and compliance workflow tied to capital projects, renovations, inspections, and long-term planning. :contentReference[oaicite:0]{index=0}
According to the company’s core services: :contentReference[oaicite:1]{index=1}
- Project Management: Coordinating contractors, schedules, quality control, reporting, and compliance.
- Cost Management: Ensuring budgets, change orders, and invoices are accurate, justified, and transparent.
- Development Management: Overseeing multi-year planning, building improvements, and major developments.
- Construction Consulting: Managing technical aspects of roofing, façades, balconies, waterproofing, concrete, electrical, plumbing, and structural work.
Why does this matter for website compliance?
Because all these processes generate documents that must be organized, traceable, accessible, and properly archived. An Owner’s Rep ensures that what goes onto the website is accurate, timely, and complete—integrated with the project’s real workflow, not handled ad-hoc.
Learn more about Falke HOA’s expertise here: About Us
When to Act: A Practical Timeline for 2025–2026
Boards should follow this timeline to avoid a 2026 compliance scramble:
Q1 2025 — Audit & Planning
- Identify all required condo documents or recommended HOA documents.
- Evaluate gaps in inspection, reserve, and SIRS documentation.
- Assess current website or portal capabilities.
Q2 2025 — Build the Infrastructure
- Select a secure platform.
- Implement role-based access controls.
- Standardize document templates and naming conventions.
Q3 2025 — Integrate With Project Workflows
- Coordinate with your Owner’s Rep during renovations or capital projects.
- Ensure all vendor contracts, drawings, reports, and change orders follow a clear posting workflow.
Q4 2025 — Testing & Review
- Run compliance checks against 718.111 requirements.
- Simulate inspections, insurance audits, and document requests.
January 2026 — Go Live With Confidence
- Launch or finalize your secure owner portal.
- Establish monthly/quarterly posting routines.
- Monitor documentation for all active projects.
Book a consultation to review your compliance and documentation process: Schedule a Consultation
Practical Checklist for Boards
- Do we have a secure, password-protected owner portal?
- Are our governing documents uploaded and up to date?
- Do we meet 30-day posting requirements?
- Do we track change orders, invoices, and contractor documentation?
- Are inspection and SIRS reports archived and accessible?
- Do we have a workflow tied to active construction projects?
- Is an Owner’s Rep overseeing documentation consistency?
How Falke HOA Supports Boards
Falke HOA strengthens transparency and compliance by managing the most document-heavy processes within a community—construction, repairs, renovations, budgeting, vendor oversight, and capital planning. By organizing documentation where it truly originates (during projects), Falke ensures associations can publish accurate and compliant materials to their websites or portals without last-minute chaos. :contentReference[oaicite:2]{index=2}
Explore more resources: Falke HOA Blog
FAQ
Do HOAs legally need a website in 2026?
No. HOAs are not legally required to maintain a compliance portal, but increasing legislative pressure and industry expectations make early preparation highly recommended.
What is the biggest risk of ignoring website or portal preparation?
The most significant risks include documentation failures during inspections, insurance reviews, disputes, or major construction projects—often resulting in financial losses or legal exposure.
