Management Policy

1. Purpose

This policy sets expectations for the people who administer a community on Com2Hub. It complements the Terms & Conditions and does not replace your community's bylaws or governing documents, which prevail on community matters.

2. Roles & responsibilities

3. Access management

• Least privilege: grant only the permissions a person needs for their duties.
• Role defaults & overrides: permissions are defined per role and may be adjusted per person. Overrides should be temporary, justified, and reviewed.
• Prompt updates: when someone leaves the board, moves out, or changes duties, their access is updated without delay.
• Separation of duties: where possible, the person who records a payment is not the sole person who approves it.

4. Registration & approvals

• Administrators may create users individually, bulk import them, or issue invite codes.
• Self-registrations are reviewed and approved or declined by authorized staff; the person is notified of the outcome.
• Vehicle registrations and change requests are reviewed against evidence before approval, and reviewer notes are kept.
• Test accounts are for demonstration only and are excluded from community statistics.

5. Board transitions

Elections and handovers are handled through Board Transitions so the community keeps a continuous record. Each transition records who held which position, when the change took effect, and who made it.

• Outgoing members' elevated access is removed at handover; incoming members receive access matching their position.
• Board history remains available as a permanent governance record.
• Position definitions and their permissions are maintained by authorized board members.

6. Financial management

• Dues and quotas are set and changed by the board; every quota change is kept in history.
• Payments by residents and to providers are recorded with status and reference, and reviewable in payment reports.
• Corrections are made by adding or adjusting records, not by hiding history.
• Financial data is shared only with those authorized to view community-wide reports.

7. Parking, providers & insurance

• Parking spots and rentals are allocated by authorized staff according to community rules; gate access is granted per approved vehicle.
• Service providers and insurance providers are kept current, with supporting documents and expiry dates tracked.
• Provider payments are recorded and reviewed before and after release.

8. Announcements & documents

• Announcements are official notices and should be accurate, respectful, and appropriately targeted.
• Documents are shared with the smallest suitable audience — specific residents or roles where possible, public only when intended.
• Residents can reach the board through Contact the Board; messages should receive a timely reply.

9. Accountability & audit

Administrative actions — user changes, role and permission edits, document and payment activity, and board changes — are logged. Board members should review audit logs periodically and investigate anything unexpected. Misuse of administrative access may result in removal of access and may be reported to the community and, where appropriate, to authorities. See the Data Policy for how logs are handled.

10. Concerns & escalation

Raise concerns first with the property manager or through Contact the Board. Unresolved matters can be escalated to the full board and then according to your community's bylaws. Reports of security or privacy issues are handled as described in the Privacy Policy.