Can you imagine spending 14 days issuing and renewing parking permits? It sounds like a lot of time, and it is, but if you work in a large HOA, you could easily spend hundreds of hours on this task…every year.
Even if it only takes 5 minutes to review, approve, and respond to a renewal request, plus another 5 to process payment, multiply 10 minutes by 2,000 renewal requests, and you’re looking at 333 hours of work!
Thankfully, HOAs can change how they execute this time-consuming task. With the help of Condo Control, staff can renew most parking permits in as little as 1 day. Keep reading to find out how.
Table of contents
- Why do HOAs charge for parking permits?
- Keep the benefits, get rid of the headaches that come with renewing paid parking permits
- Benefits of autorenewing parking permits
Why do HOAs charge for parking permits?
Virtually every single-family home located in a homeowners association will come with a driveway, and perhaps even a garage. So why would a community have paid parking in the first place?
Access control management
There is more than one good reason. HOAs may issue decals or proximity readers to all vehicle owners, even to those who park in their own driveways, if gate access is required to enter the development. This allows communities to maintain a database of owner vehicles, and/or manage proximity readers used to open gates or lift bars.
Overflow parking
HOAs may issue parking permits for association-owned parking spaces so that households don’t have to find offsite parking if they have more than two vehicles. This may occur if a family has older children who can legally drive.
Guest accommodations
Other HOAs may allow owners to buy annual parking permits that can be shared with guests. Perhaps the association is near a beach, which means family members visit for a week or two during the summer. Providing a designated parking area for long-term guests can reduce HOA parking issues such as illegal street parking.
In addition to providing owners with convenient onsite parking, the association benefits from charging for parking permits, too. Revenue generated from this offering can be used to pay for improvement projects or fund reserves.
However, there must be enough owners willing to pay for a permit, and the fees must be high enough so that the revenue exceeds the costs (including labor costs) of managing and maintaining shared community parking.
Keep the benefits, get rid of the headaches that come with renewing paid parking permits
Though HOAs have different reasons for issuing parking permits, most follow a similar process when accepting applications, approving requests and renewing permits. Unfortunately, this process is done manually, resulting in 14 (or more) tedious days of work.
Not to mention, on top of renewing permits, staff must also issue, or reissue permits when:
- Someone loses the permit or decal (stolen vehicle or car accident)
- Someone purchases a new vehicle
- A new member moves into the community
Processing paper forms, cashing checks at the bank, and mailing approvals result in slow response times and slower deposits. This can be particularly problematic if renewals must be completed by a certain time in order to maintain access to gates.
Condo Control’s community assets feature automates parking renewals
But this task doesn’t have to be so painful if you use Condo Control’s parking permit renewal solution. Part of a comprehensive community assets management system, Condo Control’s parking permit renewal tool simplifies the process of managing parking permits by automating renewals, grace periods, and reminders.
This significantly reduces manual work for administrators while ensuring owners are informed about the status of their permits.
Parking permits are registered online through Condo Control’s community assets management platform instead of on paper, an Excel document or some other method. The platform is highly customizable, and admins can adjust permit lengths and fees, set limits on the number of permits available, etc. Permits can also be linked to specific parking spots if assigned parking is in effect.
Online payment information can also be collected at the same time applications are submitted. Payments are not processed until permit applications are approved.
With owner and payment information in the system, the software can seamlessly renew parking permits, eliminating hours of admin work. Staff simply mail out decals or whatever physical items owners need to have to prove they can park in the community or designated parking area.
Of course admins can delay or terminate permit renewals before the autorenewal date arrives.
If an owner does not wish to renew their parking permit, a prescheduled reminder will provide them with the opportunity to “opt out” before their card or account is charged.
Benefits of autorenewing parking permits
Simplifies parking permit management
The most prominent benefit of having an autorenewal solution is that admin work is reduced by dozens or even hundreds of hours. The comprehensive community assets management system makes it easy for communities to register, track, and generate revenue from assets such as shared parking. Fast processing, fast deposits.
The autorenewal feature is convenient for residents and staff because so much manual work can be completed through a single online platform. No workarounds or makeshift solutions required.
Boosts transparency
This renewal system also creates transparency for all parties involved. Owners aren’t left wondering if their parking spots are still available to them after the renewal date has passed, and staff have a digital record of every pending and active permit, accessible through any computer.
Improves compliance requirements
HOAs required to register vehicles for legal or operational purposes can use this feature to ensure compliance while streamlining the admin process.
Promotes timely payments
Since many owners will include payment information with their applications, the HOA can count on receiving funds on time. This makes it easier for the HOA to meet budget goals or pay for expenses on time. Plus, automating payments reduces late or outstanding payments.
Owners have the flexibility to pay with a credit card or bank transfer. However, staff can still record offline payments for anyone who prefers to pay with a check.
Conclusion
HOAs don’t have to spend days issuing and renewing parking permits. Instead, they can leverage software to simplify and expedite the process. An online community assets management platform that comes with a permit renewal feature provides convenience and transparency to applicants while reducing the workload for staff.
