Florida condo website requirements in 2026 now reach any association managing a condominium with 25 or more units. You must post eighteen categories of records to a password protected page for owners and employees, most within thirty days. URBI runs that document layer with permissions and a permanent log.
What changed on January 1, 2026?
The unit threshold dropped from 150 units to 25 units. That single edit is the whole story. The Florida Senate bill summary for CS/CS/CS/HB 1021 in the 2024 session says the bill "decreases from 150 units to 25 units the threshold requirement for an association to maintain specified records available on the association's website or on a mobile device," effective January 1, 2026 (Florida Senate, 2024 bill summary).
A House staff analysis from the 2025 session restates the result plainly: "Beginning January 1, 2026, an association managing a condominium with 25 or more units that does not contain timeshare units must post copies of specified documents on its website" (Florida House staff analysis, HB 913, 2025). Joe Adams of Becker & Poliakoff put it in one line on January 25, 2026: "This change means that many more associations are now required to comply" (Becker & Poliakoff).
How many more? Florida publishes no count of newly covered associations, so be skeptical of anyone quoting one. It does publish the denominator. The Senate staff analysis for the 2024 companion bill states there are "approximately 1,529,764 condominium units in Florida operated by 27,588 associations" (Florida Senate, bill analysis, SB 1178, 2024). That averages roughly 55 units per association. Most of the state sat under the old threshold and sits over the new one.
Does the rule apply to your association?
It applies if you manage a condominium with 25 or more units containing no timeshare units. Both halves matter. The count is per condominium managed, so an association operating several small condominiums looks at each one separately (Fla. Stat. s. 718.111, 2025).
The multi condominium case shows up in the list itself. The first required item is the recorded declaration of each condominium operated by the association. Run three condominiums, post three declarations.
One boundary: this is Chapter 718, the Condominium Act. Associations under other Florida chapters run on separate rules with different thresholds and lists. Do not read this post as a description of those.
What counts as a compliant website or app?
Either an association owned site or a third party portal or mobile app, as long as it has a protected area for owners and employees. The statute allows a website, application, or web portal wholly owned and operated by the association, or one operated by a third party provider the association has contracted with. Nothing requires you to build anything custom.
The access requirement is the real constraint. Records must sit in a subpage, web portal, or other protected electronic location that is, in the statute's words, "inaccessible to the general public and accessible only to unit owners and employees of the association." On written request, an owner gets a username and password.
A public page therefore fails, because anything a search engine can index is reachable by the general public.
What is the full list of documents you have to post?
Eighteen categories, lettered a through r. Most boards have never read the list straight through. Here it is in order, from section 718.111(12)(g)2. and checked against the Division's summary (Florida DBPR, condominium FAQs):
- The recorded declaration of each condominium the association operates, and every amendment.
- The recorded bylaws and every amendment.
- The articles of incorporation, or other documents creating the association, as filed with the Department of State, and every amendment.
- The rules of the association.
- Approved board of administration minutes from the preceding 12 months.
- Recordings, or links to recordings, of association, board, committee, and owner meetings held by video conference in the preceding 12 months.
- A list of executory contracts the association is party to, a list of bids received in the past year, and summaries of bids above the statutory threshold, which stay posted for a year.
- The annual budget and any proposed budget for the annual meeting.
- The financial report the statute requires, and any monthly income or expense statement to be considered at a meeting.
- The certification of each director, meaning the certificate showing that director satisfied the education requirement.
- Contracts or transactions between the association and a director, an officer, or an entity one of them holds a financial interest in.
- Contracts or documents creating a conflict of interest, with the required notices.
- Notice of any unit owner meeting and the agenda, no later than 14 days before, plus any document to be considered there, at least 7 days before.
- Notice of any board meeting, the agenda, and the required documents, on the statutory notice timing.
- Inspection reports under the milestone and turnover inspection statutes, and any other structural or life safety inspection report.
- The association's most recent structural integrity reserve study, if applicable.
- Building permits for construction that is ongoing or planned.
- Affidavits required by Chapter 718.
Read items 15 and 16 again if your building has been through a milestone inspection or a reserve study. Those are expensive, politically sensitive, and now required reading for every owner with a login. We cover how a reserve study drives funding decisions and what happens after an inspection report lands separately.
How long do you have to post a new document?
Thirty days from receipt or creation, unless another provision demands faster. That default is the sentence boards miss, because it turns a one time upload project into a permanent habit. The Division states it the same way: records must be available within thirty days after the association receives or creates them. Some categories run shorter.
| What | When it has to be posted |
|---|---|
| Any official record in the list, by default | Within 30 days after the association receives or creates it |
| Unit owner meeting notice and agenda | No later than 14 days before the meeting |
| Documents to be considered at a unit owner meeting | At least 7 days before the meeting |
| Regular board meeting notice | On the statutory board notice timing, normally at least 48 continuous hours before |
| Meeting on a nonemergency special assessment or a rule change on unit use | At least 14 days before the meeting |
| Milestone inspection report and its summary | Within 45 days after the association receives the report |
| Summaries of bids above the statutory threshold | Stay posted for one year |
The board notice and special meeting timings come from section 718.112 (Fla. Stat. s. 718.112, 2025), which also carries the milestone rule. Within 45 days of receiving a milestone report, the association distributes the inspector's summary to owners, posts it conspicuously on the property, and publishes both online if it is required to have a website.
What happens if you miss a posting?
A missed posting does not, by itself, undo what the board did. The statute says it directly: "The failure of the association to post information required under subparagraph 2. is not in and of itself sufficient to invalidate any action or decision of the association's board or its committees." If you just realized the agenda never went up for the meeting where you approved a contract, that is the sentence you were looking for.
It is narrow relief. The omission alone does not void the decision. The duty stays, and other consequences stay live.
Enforcement runs through the Division of Florida Condominiums, Timeshares, and Mobile Homes at DBPR. Section 718.501 gives it a hook: on a complaint about records access on the association's website or app, "the division may request access to the association's website or application and investigate" (Fla. Stat. s. 718.501, 2025). DBPR's complaint page lists "Website" and "Failure to Provide Records Access" as subjects an owner files on directly (Florida DBPR, condominium complaints). One annoyed owner and one form is the trigger.
What can follow, in general terms:
- Chapter 718 civil penalties are assessed per day of a continuing violation, subject to a cap per offense.
- An officer or director who complies within ten days is not subject to that individual civil penalty. Fixing it fast is a real defense.
- Separately, failing to produce records within ten working days of a written request creates a rebuttable presumption of willful failure. Minimum damages then run per calendar day for up to ten days, starting the eleventh working day, plus attorney fees.
- A director, board member, or community association manager who willfully and knowingly or intentionally violates the records access requirement commits a misdemeanor of the second degree.
Those last two turn on records access and intent, not on every late upload. A missed posting is not automatically a crime, and it is not free either. Production deadlines vary widely by state, which is why we keep a records request deadline reference by state.
What has to be redacted before it goes up?
Anything in the protected records categories has to come out before the document goes up. Records not allowed to be accessible to unit owners must not be posted at all, and where protected information sits inside a document you are required to post, "the association shall ensure the information is redacted before posting the documents."
The protected list under section 718.111(12)(c) covers the obvious identifiers. Social security numbers, driver license numbers, credit card numbers, email addresses, telephone numbers, and similar personal identifying information, plus personnel and medical records.
Posting gets genuinely risky here, because the documents most likely to carry protected data are the ones you must post. Minutes name people. Contracts carry contact details. A budget schedule can carry an owner's phone number in a footnote nobody reads.
There is relief for honest mistakes. The association is not liable for inadvertent disclosure of protected information in an official record unless it acted with knowing or intentional disregard of that information's protected nature. Real protection, and no excuse to skip the redaction pass.
Which documents do associations actually miss?
The recurring ones, almost every time. Declarations, bylaws, and articles get posted, because those are a project with a start and an end. Somebody uploads them one afternoon and the board checks the box.
The categories that fail are the ones with no end date:
- Minutes. A rolling 12 months of approved minutes. Approval lands a month after the meeting, by which point the meeting is out of everyone's head.
- Notices and agendas. Tightest clocks, shortest shelf life. A notice posted on the property but not on the portal is a miss.
- Executory contracts and bid summaries. A contract gets signed by whoever negotiated it. That workflow rarely has a step saying "and now upload it."
- Video conference recordings. New to many boards, and stored by default in whatever meeting tool the manager used, not the owner portal.
- Director certifications. They arrive one at a time as directors finish education, never as a batch.
- Building permits. Permits live with the contractor. The association often never holds a copy.
The pattern is worth saying out loud. A one time upload is a project. A recurring obligation is a habit. Projects get done because somebody schedules them. Habits fail because nobody owns the step. If your plan is "we uploaded everything in January," you are already behind somewhere, and the gap grows monthly.
The fix is boring. Attach the posting step to the event that creates the document, not to a quarterly review. Minutes go up when approved. Contracts go up when signed. That is the discipline behind condo document management generally, and it is why this rule is a workflow question in a legal costume.
What about documents created before 2026?
Older documents are in scope wherever the category has no time limit, and the look back periods measure backward from today. This is the question that stops boards cold in week one, and the answer is mostly good news.
| Group | How far back it reaches |
|---|---|
| Standing documents: declaration, bylaws, articles, rules, and their amendments | All of them, however old. A 1978 declaration and every amendment since. |
| Rolling look back: approved board minutes, video conference recordings | The preceding 12 months, measured from now and moving forward with you. |
| Current state: most recent reserve study, current budget, inspection reports, permits for ongoing or planned work | Whatever is current or most recent, plus bids from the past year. |
Watch the rolling window carefully. On January 1, 2026 it reached back across all of 2025, and it has been sliding forward ever since. An association that started posting minutes only from January 2026 left a gap at the back of that window. The gap closes on its own as the window moves, but it is a gap today.
Standing documents are the opposite problem. They never age out, and they are hardest to find, because the only complete set lives in a filing cabinet or with a former manager. Reconstructing recorded amendments means a public records search. Budget the time.
Why does a shared drive link fail the access test?
Because "accessible only to unit owners and employees" is a statement about identity, and a link is not an identity. This is the most common shortcut, and it is worth being precise about why it fails.
A link that works for anyone holding it grants access to whoever received a forward. No record of who opened it. No way to remove a former owner. No way to tell an owner from a tenant or a prospective buyer. The statute asks you to hand a specific owner a username and password, which presumes accounts that exist per person.
Run your current setup against these questions:
- Can you name every person with access right now, without guessing?
- When a unit sells, does the seller lose access and the buyer gain it, in one step?
- Can a board member see board level material a general owner should not, without you keeping two folder trees by hand?
- Can a vendor deliver a document without a login to your document library?
- If DBPR asks to see the protected area, can you show it as it exists?
If any answer is no, the shared drive is not your compliance system. It is your staging area.
What does this look like across a portfolio?
Every covered association becomes its own clock, and the clocks do not sync. A management company with a dozen Florida condominiums now runs a dozen posting calendars, a dozen owner access lists, a dozen sets of governing documents that must not get crossed, and a dozen exposures if an owner complains.
The hard part is not document volume. It is the count of independent deadlines. One board meets the second Tuesday. Another meets quarterly. A third is inside a 45 day milestone window. A fourth is in budget season. None of those calendars line up, and a manager holding four or five buildings is tracking twenty or thirty live deadlines that used to be zero.
DBPR's public data hints at the shape of this. The Division publishes regional condominium files carrying, among other fields, "Units" and "Managing Entity Number" for each project (Florida DBPR, public records). Managing entities routinely appear against several projects. Portfolio operation is the normal case in Florida, so the threshold change hit management companies harder than it hit any single board.
The answer is separation with a shared process. Each association keeps its own document set and owner list. The rule for when something gets posted stays identical everywhere. Running twelve associations out of twelve systems is how a document lands on the wrong portal. More in our guide for boards choosing building software.
How do you prove when you posted a document?
With a log, because the deadline is about timing and the document itself carries no timestamp anyone trusts. Almost nobody plans for this, and it is the part that decides a dispute.
Think about what a complaint actually alleges. Rarely "the budget is missing." Usually "the agenda went up two days before the meeting, not fourteen." The document is sitting right there when the Division looks. The question is when it arrived. A modified date you can edit, in a folder anyone can reorganize, proves nothing.
What holds up is a record written at the moment of the action and not editable afterward. Who uploaded the file, when, to which building, under which permission setting, and who has viewed it since. That is an audit trail. A folder is not one, and a folder is what most associations rely on.
Where does URBI fit?
URBI handles the two parts software actually decides: who can see a document, and what the record says about when it went up. Whether your posting is legally complete is your association's judgment, with your counsel.
Documents in URBI sit in three layers. Building level holds the association's own records, the bylaws, the AGM minutes, the fire safety plan, the reserve fund summary. Unit level holds documents tied to a single unit. A per unit wiki holds free form notes. Because association records are scoped to the building, an operator with several Florida associations keeps each document set separate by default.
Access is per person, not per link. URBI has three operator role types, staff, Board Member, and Property Manager, and five resident occupant types including Owner and Tenant. On top sit per person permission overrides, so a treasurer can be granted reserve fund detail without changing their base role. That is the mechanism for a page owners and employees reach and nobody else does. Vendors get no login at all. A vendor receives a tokenized work order link by email, does the job, uploads completion photos, and never touches the document library.
Every upload and every action writes to a permanent log, alongside role changes, votes, check ins, and payments. Asked when a document went up, you answer with a timestamped row rather than a board member's recollection.
AI document processing parses every uploaded PDF into chunks with embeddings and a full text index, so search works on what is inside a document rather than its filename. Owners do not know filenames. They know they want the thing about the roof, and a declaration saved as DEC_amended_final_v3.pdf is invisible to them. Documents also attach directly to a news post, so a notice and its agenda go out as one action.
For the wider picture, start with what URBI is and how it works for residential buildings.
Is this legal advice?
No. This is general information about a fast moving area of Florida law. Statutes change every session, and 2024 and 2025 both touched this chapter. Confirm current requirements with Florida counsel before relying on any of it, and treat the statute text at flsenate.gov as the authority over any summary, this one included.
Frequently asked questions
Does a 30 unit association really need a website?
Yes, if the condominium contains no timeshare units. The threshold is 25 or more units and size creates no exemption. What the statute allows is flexibility in form: a third party portal or a downloadable mobile app satisfies it, so a small association need not build or host anything itself. The obligation is the protected page and the posting discipline.
We already had a website before 2026. Are we fine?
Probably not, for two reasons. Most existing association sites are public pages with no protected area limiting access to owners and employees. And the document list grew. Video conference recordings, building permits, and required affidavits are easy to have never posted. Audit your site against the eighteen categories in order before assuming you are covered.
Does missing a posting deadline void a board vote?
No. The statute states that failure to post required information is not in and of itself sufficient to invalidate any action or decision of the board or its committees. That protects associations from having every decision reopened over an administrative gap. It does not excuse the posting duty, and it does not block a DBPR complaint or other remedies.
Who is allowed to see the protected page?
Unit owners and employees of the association. That boundary is narrower than most portals are configured for by default. Owners get a username and password on written request. Anyone else on your access list, a former owner, a prospective buyer, a vendor, is worth removing. Vendors should receive scoped links to specific work, not accounts in the document library.
If you are working through this list right now, stop treating it as a documents problem and start treating it as a permissions and timing problem. Get every required record behind per person access. Put the posting step inside the workflow that creates the document. Make sure something writes down when each upload happened. To see how URBI handles that, email hello@myurbi.co and we will walk your document set with you.
