Condo 25-Unit Website Rule: What to Post After Jan 2026
Launching the owner portal was the easy part. The mandate that sinks small associations is the 30-day clock that restarts every time a new minute set, budget, or SIRS report gets created.
The short answer
Florida condo associations with 25+ units must post governing documents, budgets, financial reports, insurance summaries, contracts, and inspection reports (SIRS and milestone) in a secure owner section of their website, and add each new qualifying record within 30 days of creation. Launching once is not enough: the 30-day clock recurs forever.
You launched the portal. That was the easy 20%.
The January 1, 2026 deadline forced every Florida condo association with 25 or more units to stand up a secure owner-accessible website and load a defined stack of documents. Most small associations got there, barely. The uncomfortable truth is that launch day was never the hard part.
The hard part is what happens on February 15, when the board approves a new vendor contract, and on March 3, when the treasurer finalizes a mid-year financial report, and every month after that, forever. Each new qualifying document restarts a 30-day posting clock. Miss it quietly and the portal that made you compliant in January makes you non-compliant by spring.
Small self-managed boards and lean management companies are the ones most exposed here. There is no full-time records clerk watching for 'document created, clock started.' The work is invisible until an owner files a records request or an attorney asks for the timeline.
Key takeaways
- The 25+ unit website requirement is continuous, not a one-time launch.
- Every new minute set, budget, contract, insurance summary, and inspection report starts a 30-day posting window.
- Small associations drift back into non-compliance in the months after launch, not before it.
- The fix is a watcher that catches new documents and starts the clock, plus a human who approves the post.
What must live in the owner-accessible section?
Quick answer
The owner section must hold the association's governing documents, current and prior budgets, financial reports, insurance policy summaries, executed contracts, board and member meeting notices and minutes, and statutorily required inspection reports including the Structural Integrity Reserve Study (SIRS) and milestone inspection reports where applicable.
Florida's condo record posting rules, expanded through HB 1021 and related reforms, name specific categories rather than a vague 'official records' bucket. Treat the list below as the minimum, and confirm your exact obligations against the Florida DBPR condominium resources and your association counsel, because thresholds and effective dates have shifted more than once.
The categories that trip up small associations are the ones that regenerate: financial reports, meeting minutes, insurance summaries at renewal, and any new contract the board signs. Those are not one-and-done uploads. They are recurring deposits.
| Document category | How often it regenerates | Posting risk level |
|---|---|---|
| Declaration, bylaws, articles, rules | Rarely (amendments only) | Low |
| Annual budget | Yearly, plus amendments | Medium |
| Financial reports / statements | Monthly or quarterly | High |
| Board & member meeting minutes | Every meeting | High |
| Insurance policy summary | At each renewal | Medium |
| Executed vendor contracts | Whenever signed | High |
| SIRS & milestone inspection reports | On statutory cycle / when completed | Medium |
| Meeting notices | Before each meeting | High |
The 30-day recurring trap that sinks small associations
The requirement is not 'have a website.' It is 'keep the website current within 30 days of each new record.' That single word, continuously, is what turns a compliance win into a slow-motion violation.
Here is the failure pattern I have watched play out. The management company or board treasurer batches everything for the January launch, feels done, and moves on to the next fire. In February a special assessment gets voted in, the minutes get drafted three weeks later, and nobody posts them because there is no trigger, no owner, no clock. By the time an owner asks in April, the association is 30-plus days late on multiple records and cannot prove otherwise.
Contrast this with a rental portfolio, where invoices and work orders create their own paper trail. Condo governance documents are created in meetings and lawyers' offices, land in someone's email or a shared drive, and then sit. There is no natural mechanism that says 'this needs to go on the portal within 30 days.' That gap is the entire problem.
“Every small board thinks the deadline was January. The deadline is the fifteenth of every month, forever. The associations that stay compliant are the ones that built a trigger, not the ones that worked harder.”
Todd Paton, Partner, One Home Agent
Gap-audit checklist: are you actually current?
Run this audit against your live portal today, not against your launch-day upload. The goal is to catch anything created since January 1 that has not made it online, and to confirm that a repeatable process exists for the next document.
Checklist
0/1225+ unit website compliance gap audit
If you cannot check the last three boxes, you do not have a compliance problem yet, you have a compliance problem scheduled. The date it becomes real is whenever the next document gets created and nobody notices.
How an agent watches for new documents and starts the clock
The pattern
An operations agent monitors the places documents actually appear (board email, shared drives, minutes drafts, insurance renewals), recognizes when a new qualifying record is created, starts a 30-day countdown, drafts the portal entry, and routes it to a human for approval before anything goes live.
This is exactly the repetitive, documented, deadline-driven busywork that belongs to software, not to a community manager who already carries a full portfolio. The agent does not exercise judgment about what should be public. It notices that a document exists, classifies it, and refuses to let the 30-day window close silently.
At One Home Agent we build this as a custom operations agent trained on the specific community, so it understands that this association's minutes come from a particular secretary and its financials arrive quarterly from a particular bookkeeper. Victor, our vendor and contract agent, is the natural fit for catching executed contracts and insurance summaries; a records-focused workflow handles minutes, budgets, and inspection reports. The point is not the agent names. The point is that the trigger stops depending on a busy human remembering.
For a fuller picture of where this fits, see AI document search for property management and the broader HB 1021 30-day portal workflow.
- 01
Detect
The agent watches the inboxes and drives where documents land and flags a new file as a candidate governing record.
- 02
Classify and start the clock
It identifies the category (minutes, budget, contract, SIRS, insurance summary) and starts a 30-day countdown tied to the creation date.
- 03
Draft the portal entry
It prepares the upload with a title, date, and category so the human step is a review, not data entry.
- 04
Escalate before the window closes
If nobody approves within the safe margin, it escalates louder, because a silent miss is the failure mode that sinks small associations.
Where the human stays in charge
The final decision to publish is always a human's. An agent should never push a document to an owner-accessible portal on its own, because some records are protected, some are drafts, and some contain information that must be redacted before it becomes visible to owners.
The right division of labor is simple: the agent handles detection, classification, drafting, and deadline pressure. The manager or board approves the actual post and confirms nothing sensitive slipped through. That approval gate is not a limitation to apologize for. It is the safeguard that keeps a compliance tool from becoming a liability, especially given attorney-client privilege and personnel or medical exceptions that never belong on a public portal.
That is the honest limit. An agent will not tell you whether a specific document is legally postable. It will make sure the postable ones never miss their 30-day window and that a human sees every one before it goes live.
Bottom line
The 25+ unit website mandate did not end on January 1, 2026. It reset to a monthly obligation that runs indefinitely. Small associations stay compliant not by trying harder but by installing a trigger: something that catches every new document, starts the 30-day clock, and hands a human the one decision that actually requires judgment.
Stop guessing whether your portal is current
Let an agent watch the 30-day clock
We build custom operations agents trained on your specific communities to catch new documents, start the posting clock, and route each one to you for approval. The first agent is free, and you keep it.
See how it works for property managersFrequently asked questions
Florida rules require qualifying records to be posted to the owner-accessible section within 30 days of creation. The window applies to each new record individually, so minutes, budgets, contracts, and inspection reports each start their own 30-day countdown from the date they are finalized.
Sources & further reading