Architectural requests, board consents and pool waivers, signed without a meeting
Homeowners associations are run by volunteers with day jobs, and paperwork that waits for the next monthly meeting slows everything down: a fence request sits for six weeks, a vendor contract waits for two signatures, pool passes go out late. SignMaster routes each document to the right people in the right order and keeps a signed record the next board can find.
Updated November 5, 2026 · 3 min read
On this page
What an association gets signed
| Document | Who signs | How |
|---|---|---|
| Architectural review request | The homeowner, then the committee | By link, with approve fields in order |
| Board action by written consent | Every director | By link, all at once |
| Vendor contract | Two officers and the vendor | By link, in signing order |
| Pool or clubhouse waiver | Each household | Bulk send in spring, or a QR code at the gate |
| Clubhouse rental agreement | The resident renting it | By link before the event |
| Board member code of conduct | Each director | Once a year |
Architectural requests that don't wait for the meeting
- 1
The homeowner applies
Put the architectural request form on a public signing link on the community website. The homeowner describes the project, uploads the plans, the survey and the contractor's quote, and signs.
- 2
The committee reviews
Set the link so each response goes on to the committee members, in the template's order, after the homeowner signs. Each member gets the request with their own approve field.
- 3
Approve or decline with a reason
A member who has concerns declines and writes why, like “fence height exceeds the guidelines”. The reason is on the record, and you can send a revised request.
- 4
The homeowner gets the answer in writing
When the last approval is in, everyone gets the sealed PDF with a certificate of completion showing who approved and when.
Board decisions between meetings
Many associations let the board act without a meeting by unanimous written consent, if state law and the bylaws allow it. Put the resolution in an envelope with every director as a signer, signing all at once, and set a sign-by date. The signed consent with its certificate goes into the minutes. Vendor contracts, like the landscaping or pool service agreement, go out the same way, with two officers signing in order and the vendor countersigning.
Votes and proxies
Whether owners can vote or appoint a proxy electronically depends on your state's community association law and your governing documents. Secret ballots need a voting tool, not an e-signature. Check with the association's attorney before moving either online.
Pool season for every household
Each spring, export the homeowner roster to a CSV with the lot number and the household's names, and bulk send the pool registration and waiver. Each household gets its own envelope with its lot printed in a text box, lists the family members and guests who'll use the pool, and signs. The template's Responses tab collects every household's answers in one table for the pool monitor. Solo sends up to 250 rows at a time and Crew 500.
For guests and renters who show up mid-season, print a QR code to the same waiver at the pool gate. Start from the facility use agreement for clubhouse rentals.
Homeowners can read the signing page, emails and e-signature consent in 6 languages, including Spanish, Vietnamese and Simplified Chinese. Translate the forms themselves where your community needs them.
Pricing for an association
Crew is $49 a month for 5 people, enough for the officers and the committee chair to send. A self-managed community with one volunteer secretary can use Solo at $15 a month with unlimited envelopes and bulk send. Management companies with many communities can use Company for 15 people. New workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It doesn't collect dues, assessments or rental fees.
- It isn't a voting or election system.
- It doesn't send violation or collection notices, which follow your state's rules.
- It emails signing links. A manager can copy a homeowner's link and text it.
Questions? Answers.
Can the architectural committee approve requests online?
Yes. Send the request to the committee with an approve field for each member. Members approve, or decline with a reason, and everyone gets the signed record.
Can HOA board members sign a written consent electronically?
Often, if your state's law and your bylaws allow action by written consent. Send it with every director as a signer and file the signed copy with the minutes.
Can every homeowner sign the pool waiver online?
Yes. Bulk send it from the homeowner roster, one envelope per household, or share a QR code at the pool gate.
Can we hold elections in SignMaster?
No. It isn't a voting tool and doesn't run secret ballots. Use an election service that meets your state's rules.