The Overview is your admin dashboard. It shows four key stats at a glance — active members, pending approvals, total documents, and upcoming events.

The Pending Registrations card lists residents who have signed up but not yet been approved. Use the Approve or Reject buttons to act on each request. Approved members immediately gain portal access.

The Quick Actions card provides shortcuts to the most common admin tasks.

The Members table lists all registered accounts. Use the search bar to find by name, email, or lot number. Filter by status (Active / Inactive) or by group membership.

• Edit — Update a member's name, email, lot number, phone, role, and group assignments. Upload or remove their avatar.
• Role: member = standard resident access; admin = full admin panel access.
• Deactivate / Reactivate — Disabling an account prevents login without deleting data.
• Reset Password — Sends the resident a password-reset email.
• SMS opt-in — Controls whether the resident receives SMS alerts. Residents manage this in their profile; admins can override it here.

Column headers are sortable. Pagination appears at the bottom when there are more than 20 members.

Manages the publicly visible Board of Directors listing shown on the Board page of the main website and in the resident portal.

• Add a board member with their name, title, and optional photo.
• Drag rows to reorder how they appear publicly.
• Remove a board member at any time — this only removes the listing, not their portal account.

Manage community committees (e.g., ARC Committee, Social Committee, Landscape Committee).

• Create a committee with a name and optional description.
• Add or remove committee members by searching registered residents.
• Committee listings are visible to all portal members in the Committees panel.

Manage the community event calendar shown in the resident portal and on the public website.

• Add an event with a title, date, time, location, and optional description and photo.
• Events appear on the Dashboard and Events & Dates panel for all residents.
• Past events are automatically hidden from the resident-facing calendar.
• Edit or delete any event by clicking the pencil / trash icon.

Key Dates are recurring or special dates displayed separately from the event calendar — such as trash pickup days, pool hours changes, or HOA payment deadlines.

• Add a date with a label and optional notes.
• These appear in the Events & Dates panel under a dedicated "Key Dates" section.

Announcements are banner messages pinned to the top of every resident's Dashboard when they log in.

• Set a title, body text, and optional expiration date.
• Active announcements show in order from newest to oldest.
• Expired or manually archived announcements are hidden from residents but remain in the database.
• Use these for important community notices — annual meetings, pool closures, gate maintenance, etc.

Upload and manage HOA documents available to portal members.

• Supported formats: PDF (recommended), Word, Excel, images.
• Assign a category (e.g., Meeting Minutes, Financial Reports, Governing Documents, Rules & Regulations) for easy filtering.
• Documents appear in the resident Documents panel, filterable by category.
• Delete a document to remove it from resident access — the file is also removed from the server.

The ARC tab is where you review resident applications for exterior modifications (fences, paint colors, additions, landscaping changes, etc.).

• Each submission includes the resident's name, lot, description, and any uploaded photos.
• Approve — marks the application approved and notifies the resident.
• Deny — marks it denied with an optional reason sent to the resident.
• Request Info — sends a message asking the resident for clarification or additional documents.
• Residents can track their application status in the ARC panel of their portal.

Issue and track HOA rule violations for specific residents.

• Create a violation by selecting the resident, choosing a violation type, and adding a description and optional photo evidence.
• The resident is notified in-app and by email.
• Update the status as the violation is resolved (Open → In Review → Resolved).
• Residents can see their own violations in the Violations panel.

Track compliance inspection reports for the community (e.g., annual property inspections, pool/amenity safety checks).

• Upload PDF compliance reports and tag them with a date and type.
• Reports are visible to portal members in the Compliance section.

Manage gate and amenity access RFID tags assigned to residents.

• Assign a tag number to a member's account.
• Residents can also request a new RFID tag directly from their portal, which creates a pending request for admin review.
• Approve or deny tag requests here. Approved tags are noted in the member's record.

Track HOA dues payment status for each member.

• View the current dues status (Current, Overdue, Exempt) for all active members.
• Manually update a member's status — useful when payment is received outside the system.
• Residents can see their own dues status in the Dues panel.

Moderate the resident classifieds marketplace (for-sale items, wanted ads, services).

• Listings submitted by residents appear here for review.
• Active listings are visible to all portal members.
• Remove any listing that violates community standards.
• Listings automatically expire after 30 days.

View anonymous tips and concerns submitted by residents through the Contact / Tips form.

• Filter by status: Open, In Progress, Closed.
• Click a concern to read the full message and update its status.
• Submissions are anonymous — resident identity is not shown unless they chose to include it.

Groups allow you to segment members for targeted communications.

• Create a group with a name (e.g., "Golf Members", "Pool Committee").
• Assign members to groups from the Members edit modal.
• When sending an alert, you can target a specific group instead of all residents.

Tips rotate on the resident dashboard — a small community tip or reminder shown each day.

• Add tips as short text snippets (e.g., "Reminder: trash pickup is Monday and Thursday.").
• The portal cycles through all active tips, showing a different one each day.
• Delete or edit a tip at any time.

Broadcast a notification directly to residents' in-app feeds and optionally via SMS.

• Title (required) — the main headline of the notification.
• Message (optional) — additional detail shown below the title.
• Navigate to panel — if set, tapping the notification in the portal will take the resident to that panel.
• Recipients — send to all active residents or select specific members.
• SMS — if Twilio is configured, you can also send an SMS to opted-in members. Keep SMS under 160 characters to avoid message splitting charges.

The Dashboard Popup Alert (below the send form) shows a one-time modal when residents next open their portal — useful for urgent announcements like an emergency or gate outage.

The resident portal is a Progressive Web App (PWA). Residents can install it on their iPhone or Android home screen for a native app-like experience.

• iOS: Open the portal in Safari → tap the Share button → "Add to Home Screen".
• Android: Open in Chrome → tap the three-dot menu → "Add to Home Screen" or "Install App".
• Once installed, residents can enable push notifications from the Notifications → Email Preferences tab to receive alerts and see the badge count on the app icon.

• Website (Astro) — Deployed via AWS Amplify, auto-builds on every push to the main branch on GitHub.
• API Server (Node/Express) — Runs on an AWS EC2 instance (18.209.66.114), managed by PM2. Deploy with ./deploy-server.sh prod from the project root.
• Database — SQLite file on the EC2 instance at /home/ec2-user/server/data/bayhillestates.db. Back up regularly.
• Media / CDN — Uploads and static assets are served through CloudFront at d2chezqsu9j4ow.cloudfront.net.
• Environment variables — Stored in /home/ec2-user/server/.env on the EC2 instance. Not committed to Git. After any change, run pm2 restart bay-hill-api --update-env.

• Email — Sent via Microsoft Graph API (Azure app registration). Credentials: MS_TENANT_ID, MS_CLIENT_ID, MS_CLIENT_SECRET.
• SMS — Sent via Twilio. Credentials: TWILIO_ACCOUNT_SID, TWILIO_AUTH_TOKEN, TWILIO_FROM_NUMBER.
• Push Notifications — Web Push via VAPID keys. VAPID_PUBLIC_KEY, VAPID_PRIVATE_KEY, VAPID_SUBJECT in .env.
• AI Assistant — OpenAI API. OPENAI_API_KEY and OPENAI_ASSISTANT_ID in .env.
• Stripe — Used for RFID tag payment processing. Keys configured in .env.