--- title: User Guide - Smartwebs Resident Notification Template description: "Dear <>,\n\nExciting Changes Await You with Smartwebs - Your New HOA Management Software!\n\nWe hope this letter finds you well and that you are enjoying life in our wonderful community. We are writing to share some exciting news and introduce you to a fantastic tool that will make your life as an HOA member easier and more convenient.\n\nAt <>, we are dedicated to enhancing your experience as a resident. To achieve this goal, we are thrilled to announce that we have implemented a state-of-the-art HOA management software called Smartwebs. Smartwebs is designed to provide you with seamless access to various community management services, all from the comfort of your home or wherever you may be.\n\nSmartwebs offers a wide range of features that will revolutionize how you interact with the HOA and improve your overall experience:\n\nEasily Manage Your Properties: SmartPortals, a part of the Smartwebs suite, empowers you to manage your properties effortlessly. You can access it online, 24/7, from anywhere, allowing you to take care of various tasks without leaving your home.\n\nWith Smartwebs, you can:\n\nPay HOA Fees: Say goodbye to writing checks or making in-person payments. Smartwebs allows you to pay your HOA fees online, securely and conveniently. (**Only include this if you are utilizing our Accounting Module, and have it setup for your residents to pay via the Resident Portal**)\nOnline Architectural Form Submittal: Submit architectural forms digitally, streamlining the approval process for home improvement projects.\nView Violations Letters and Photos: Stay informed about any violations and view associated photos, making it easier to address and resolve issues.\nSend Messages and Reply: Communicate with the HOA board with ease, ensuring that your voice is heard.\nView HOA Reports: Access important HOA reports and documents whenever you need them.\nExplore: Discover more features and tools within Smartwebs that will make your life in the community more enjoyable.\nTo grant you access to these incredible tools and features, we will be sending out Smartwebs Resident Portal invitations to all residents on [DATE] These invitations will include a link that will be valid for 48 hours. It is crucial that you click on the invitation link and complete the process of creating your personalized login credentials once you receive them. This will ensure that you can make the most of Smartwebs and enjoy the convenience it offers.\n\nWe are confident that this upgrade to our management system will greatly benefit our community, making it easier for you to stay informed, manage your properties, and engage with your Management, Board, and Committee.\n\nShould you have any questions or need assistance with the setup process, please do not hesitate to contact our dedicated support team at <> or <>.\n\nThank you for your cooperation, and we look forward to embarking on this exciting journey toward a more connected and efficient community with you.\n\nSincerely,\n\n<>" --- [Skip to content](https://solutions.smartwebs.com/en-us/smartwebs-solutions/sample-template-smartwebs-resident-notification#main-content) English - United States Show submenu for translations ![Logo-FullColor HOA management Platform-1](https://solutions.smartwebs.com/hubfs/Logo-FullColor%20HOA%20management%20Platform-1.svg) - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) Open main navigation Close main navigation - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) - English - United States Show submenu for translations - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) How can we help you? - There are no suggestions because the search field is empty. 1. [Smartwebs Solutions](https://solutions.smartwebs.com/en-us/smartwebs-solutions?hsLang=en-us) 2. [Resident Portal](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resident-portal?hsLang=en-us) 3. [Admin Guides](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resident-portal?hsLang=en-us#admin-guides) October 15, 2025 # User Guide - Smartwebs Resident Notification Template ## Use the email template below as an sample or guide for an email to send out to residents before sending out the resident portal invitations to your associations. This email template outlines what the Smartwebs portal is and what the residents can do in their portal, as well as build excitement so that the residents will look forward to when you will send the resident portal invitations. ***\*\*The items underlined will need to use merge fields (shown below in \<\< \>\> brackets or by typing in the information\*\****   Dear \<\\>, Exciting Changes Await You with Smartwebs - Your New HOA Management Software! We hope this letter finds you well and that you are enjoying life in our wonderful community. We are writing to share some exciting news and introduce you to a fantastic tool that will make your life as an HOA member easier and more convenient. At \<\\>, we are dedicated to enhancing your experience as a resident. To achieve this goal, we are thrilled to announce that we have implemented a state-of-the-art HOA management software called Smartwebs. Smartwebs is designed to provide you with seamless access to various community management services, all from the comfort of your home or wherever you may be. Smartwebs offers a wide range of features that will revolutionize how you interact with the HOA and improve your overall experience: **Easily Manage Your Properties:** SmartPortals, a part of the Smartwebs suite, empowers you to manage your properties effortlessly. You can access it online, 24/7, from anywhere, allowing you to take care of various tasks without leaving your home. With Smartwebs, you can: - **Pay HOA Fees:** Say goodbye to writing checks or making in-person payments. Smartwebs allows you to pay your HOA fees online, securely and conveniently. (\*\*Only include this if you are utilizing our Accounting Module, and have it setup for your residents to pay via the Resident Portal\*\*) - **Online Architectural Form Submittal:** Submit architectural forms digitally, streamlining the approval process for home improvement projects. - **View Violations Letters and Photos:** Stay informed about any violations and view associated photos, making it easier to address and resolve issues. - **Send Messages and Reply:** Communicate with the HOA board with ease, ensuring that your voice is heard. - **View HOA Reports:** Access important HOA reports and documents whenever you need them. - **Explore:** Discover more features and tools within Smartwebs that will make your life in the community more enjoyable. To grant you access to these incredible tools and features, we will be sending out Smartwebs Resident Portal invitations to all residents on \[DATE\] These invitations will include a link that will be valid for 48 hours. It is crucial that you click on the invitation link and complete the process of creating your personalized login credentials once you receive them. This will ensure that you can make the most of Smartwebs and enjoy the convenience it offers. We are confident that this upgrade to our management system will greatly benefit our community, making it easier for you to stay informed, manage your properties, and engage with your Management, Board, and Committee. Should you have any questions or need assistance with the setup process, please do not hesitate to contact our dedicated support team at \<\\> or \<\\>. Thank you for your cooperation, and we look forward to embarking on this exciting journey toward a more connected and efficient community with you. Sincerely, \<\\>   - [Accounting](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#main-content) - [1099's](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#1099s) - [General](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#general) - [General Ledger](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#general-ledger) - [Receivables](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#receivables) - [Payables](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#payables) - [Banking & Reconciliation](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#banking-reconciliation) - [Configuration & Setup](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#configuration-setup) - [Merchant Services](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#merchant-services) - 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[iOS Devices](https://solutions.smartwebs.com/en-us/smartwebs-solutions/mobile-applications?hsLang=en-us#ios-devices) - [Android devices](https://solutions.smartwebs.com/en-us/smartwebs-solutions/mobile-applications?hsLang=en-us#android-devices) - [FAQ](https://solutions.smartwebs.com/en-us/smartwebs-solutions/mobile-applications?hsLang=en-us#faq) - [Release Notes](https://solutions.smartwebs.com/en-us/smartwebs-solutions/release-notes?hsLang=en-us#main-content) - [Office Site Releases](https://solutions.smartwebs.com/en-us/smartwebs-solutions/release-notes?hsLang=en-us#office-site-releases) - [Application Releases](https://solutions.smartwebs.com/en-us/smartwebs-solutions/release-notes?hsLang=en-us#application-releases) - [Resident Portal](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resident-portal?hsLang=en-us#main-content) - [Resident Guides](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resident-portal?hsLang=en-us#resident-guides) - [Admin Guides](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resident-portal?hsLang=en-us#admin-guides) - [Violations](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#main-content) - [Frequently Asked Questions](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#frequently-asked-questions) - [Violation Letters](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#violation-letters) - [Violation CCRs](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#violation-ccrs) - [Violation Policies](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#violation-policies) - [Mapping Units in Smartwebs](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#mapping-units-in-smartwebs) - [Setup and Configuration](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#setup-and-configuration) - [Reporting](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#reporting) - [Work Orders](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-orders?hsLang=en-us#main-content) - [Work Order Management](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-orders?hsLang=en-us#work-order-management) - [Vendor Management](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-orders?hsLang=en-us#vendor-management) - [Flyers](https://solutions.smartwebs.com/en-us/smartwebs-solutions/flyers?hsLang=en-us#main-content) - [Lifestyle](https://solutions.smartwebs.com/en-us/smartwebs-solutions/flyers?hsLang=en-us#lifestyle) - [Resale](https://solutions.smartwebs.com/en-us/smartwebs-solutions/resale?hsLang=en-us) # Smartwebs 1015 S Mays St, Round Rock, TX 78664 [512-218-9996](tel:512-218-9996) [mailto:support@smartwebs.com](mailto:support@smartwebs.com) Copyright © 2026, Smartwebs