Your Condo's Website Is Now Legally Required at 25 Units: A Compliance Checklist for Florida Boards
For years, only large Florida condominium associations had to maintain a website. That changed. Under Florida law, an association managing a condominium with 25 or more units now has to post its official records on a members-only website or mobile app. The compliance deadline for the newly covered associations passed on January 1, 2026, which means a lot of smaller communities are only now discovering that the rule applies to them.
If your association has between 25 and 149 units and you were comfortably exempt a couple of years ago, this guide is for you. Below is what changed, exactly which records have to go online, how quickly, who is allowed to see them, and what happens if the board does nothing.
What changed: from 150 units down to 25
The digital records requirement lives in Section 718.111(12)(g) of the Florida Statutes. It used to apply only to associations operating a condominium with 150 or more units. House Bill 1021, which took effect July 1, 2024, lowered that threshold all the way down to 25 units.
Associations that were newly pulled into the requirement by that change were given until January 1, 2026 to get their website or app up and running with the required records posted. That date has passed, so if your board has not addressed this yet, you are already behind and should treat it as a priority.
Does this apply to your association?
The requirement applies if your association manages a condominium with 25 or more units and the condominium does not contain timeshare units. If that describes your community, you are in scope. Because the count is by unit, plenty of mid-sized buildings and smaller communities that never had to think about a website before are now covered.
Managing the records behind this requirement is part of what professional condominium management is built to handle, so if you are unsure whether you qualify or what you are missing, that is a quick question to resolve.
Which official records must go on the website
The statute is specific about what has to be posted. The list is long, and it is easier to think about in groups. Your members-only site generally has to include the following.
Governing documents
- The recorded declaration of condominium and every amendment to it
- The recorded bylaws and every amendment to them
- The articles of incorporation, in the form filed with the Florida Department of State, and every amendment
- The current rules of the association
Meetings and notices
- The minutes of board meetings held during the past 12 months
- Recordings of, or links to, any board meetings conducted by video conference during the past 12 months
- Notices of unit owner meetings and their agendas
- Notices of board meetings, their agendas, and any documents required to accompany them
Money and contracts
- The annual budget, and any proposed budget to be considered at a meeting
- The association's financial report and financial statements
- A list of the association's executory contracts, along with summaries of bids the association received for materials, equipment, or services
- Any contract or transaction in which a director or officer has a financial interest, and the related conflict-of-interest disclosures
Building and safety
- Structural and life-safety inspection reports, including the milestone inspection
- The association's most recent structural integrity reserve study
- Building permits for improvements or maintenance that are ongoing or were completed within the past year
Certifications and affidavits
- The written certification each director must provide
- All affidavits required under Chapter 718
This is a broad set of documents that changes throughout the year, which is why keeping the site current is the real work, not the initial setup. Clean, well-organized association accounting makes the financial pieces of this list far easier to keep posted and accurate.
The 30-day rule: keeping the site current
Posting the records once is not enough. As a general rule, the association has to post a covered record within 30 days after it creates or receives that record. When a document is amended or updated, the new version is treated as a new record, so the same clock starts again.
In practice, that means the website is not a set-it-and-forget-it project. Every approved set of minutes, every new contract, every updated budget has to make its way onto the site on a rolling basis. This is exactly the kind of ongoing task that gets missed when a volunteer board tries to manage it in its spare time.
Owner-only access: it is a portal, not a public page
A common misunderstanding is that this requires a public website anyone can browse. It does not. The records have to sit in a protected area that is closed to the general public and open only to unit owners and association employees, typically through a username and password.
Two more practical points matter here:
- The statute lets you satisfy the requirement with a website, app, or portal operated by a third-party provider, not just a site the association builds and hosts itself. Most associations meet the rule through a management or software platform rather than a homemade website. For the communities we manage, Royale provides exactly this through a secure, members-only client portal.
- Records that owners are not entitled to inspect in the first place, such as attorney-client privileged materials and certain personal information, should not be posted. The online portal follows the same protections as the paper records.
What happens if your association is not compliant
The Division of Florida Condominiums, Timeshares, and Mobile Homes has jurisdiction over complaints about access to association records, including the website. A unit owner who cannot get to the records can file a complaint, and the Division has authority to investigate, issue a notice to show cause, and, through its enforcement process, impose civil penalties that can reach $5,000 per offense and be assessed for each day a violation continues.
There is an important nuance. The statute includes a savings clause: an association's failure to post a required record is not, by itself, enough to invalidate an otherwise proper action taken by the board. So a missed posting does not automatically undo a budget or a vote. It does, however, leave the association exposed to owner complaints and Division enforcement, and it erodes the trust that transparency is supposed to build.
Budgeting for website compliance in your next fiscal year
Compliance is not just a one-time setup cost. There is an ongoing expense for the portal or software, and for the labor of keeping records posted on time. As you move into fall budget season, this belongs in your operating budget as a recurring line item rather than a surprise you scramble to cover mid-year.
For most communities, folding the cost into a management or technology platform is cheaper and far more reliable than trying to build and maintain a compliant website in-house. A fractional look at the numbers will usually show that the managed route costs less once you account for the board's time and the risk of getting it wrong.
How Royale helps associations stay compliant
Royale Management Services already handles official records for the communities we manage, which means the website requirement is not a new burden to figure out from scratch, it is part of the service. We build the required members-only website for the condos we manage, help boards confirm whether they are in scope, post the full set of required records, and keep the site current within the required timeframes so nothing slips.
If your association is behind on the 25-unit website requirement, or you simply want a professional to take the whole thing off your board's plate, we can bring you into compliance quickly and keep you there.
Request a proposal from Royale Management Services
Frequently asked questions
Does the website requirement really apply to a small condo?
Yes, if the condominium has 25 or more units and does not contain timeshare units. The threshold used to be 150 units, but House Bill 1021 lowered it to 25 effective July 1, 2024, which brought many smaller associations into scope for the first time.
When was the deadline to comply?
Associations newly covered by the 25-unit threshold had until January 1, 2026 to have the website or app in place with the required records posted. That deadline has passed, so a covered association without a compliant site is already out of compliance.
Can we use our management company's portal instead of building a website?
Yes. The statute expressly allows the requirement to be met through a website, application, or web portal operated by a third-party provider. Most associations satisfy the rule through their management or software platform rather than a self-built site.
Does the website have to be public?
No. The records must be in a protected area accessible only to unit owners and association employees, usually through a username and password. It is a members-only portal, not a public page, and records that owners are not entitled to inspect should not be posted.
Sources
- Florida Statutes, Section 718.111(12)(g), Association website and digital records requirement, flsenate.gov.
- Florida House Bill 1021 (2024), lowering the website threshold from 150 to 25 units, effective July 1, 2024.
- Florida Statutes, Section 718.501, Division of Florida Condominiums, Timeshares, and Mobile Homes enforcement authority.
- Florida Department of Business and Professional Regulation (DBPR), Division of Florida Condominiums, complaint and enforcement information, myfloridalicense.com.
