ARC Requests

The Architectural Review Committee (ARC) process lets homeowners formally request approval before making modifications to their unit or property. This article explains what ARC requests are, how to submit one, and what happens after you do.

What is an ARC request and when do I need one?

An ARC request is a formal approval process for changes to your unit or property that may affect the HOA community. Common examples include:

• Installing a fence or gate
• Changing your exterior paint color
• Adding a structure (deck, shed, addition)
• Installing solar panels
• Major landscaping changes

Check your HOA's governing documents or ask the board if you are unsure whether your planned change requires ARC approval. When in doubt, submit a request before starting work.

How does the president set up ARC?

Before members can submit ARC requests, the president must complete the ARC setup wizard. To do this, go to ARC Requests → Admin and follow the wizard. The wizard configures:

• Which members serve as ARC reviewers. Reviewers don't have to be on the board: any member of the HOA can be on the committee.
• How many days reviewers have to reach a decision (the review deadline)
• Quorum — how many reviewer votes are required to decide a request
• Whether voters' identities are shown to the submitter or kept anonymous
• Auto-approve behavior (see below)
• The categories of modifications members can submit

Finishing the wizard turns ARC requests on for your HOA. The board can turn them off or back on later from the same settings page without losing the setup. If you do not see ARC requests, ask the president to complete setup.

How to submit an ARC request

1. In the resident portal, go to Requests and choose New request, then ARC Request. (Board members can also use ARC Requests → New Request in the board dashboard.)
2. Select the modification category that best describes your project (Fence, Paint, Addition, Solar, Landscaping, etc.).
3. Fill out the form. Fields vary by category but typically include a description, dimensions, materials, and planned start date.
4. Attach supporting files — photos, drawings, or contractor plans help reviewers make a faster decision.
5. Click Submit for review. The ARC reviewers are notified by email.

Your request is assigned a number like ARC-0001 for tracking.

What happens after I submit?

Reviewers see your request in their ARC review queue. Each reviewer casts a vote: Approve, Deny, or Abstain. Once the required quorum of votes is reached (for example, 2 out of 3 reviewers), the majority decision is applied and you receive an email notification with the outcome.

A reviewer never reviews a request for their own home. If a reviewer submitted the request, or lives in the unit it's for, they don't see it in their queue and can't vote on it.

You can check the current status at any time from Requests in the resident portal: your ARC request is listed there, and selecting it opens its status and history. The link in every ARC email opens the same page.

What if a reviewer asks for more information?

A reviewer may request a revision if they need additional details before voting. You will receive an email with the reviewer's note. Open your request (from the email or from Requests in the portal): the note is shown at the top under Revision requested. Select Resubmit request, update the information or attachments, and submit. The request returns to the review queue.

What does "auto-approve" mean?

If the board has enabled auto-approve, a request that reaches its review deadline without a quorum decision is automatically approved. You receive an email when this happens. Not all HOAs enable this setting — ask your board if you are unsure whether it applies to your community.

How do I check the status of my request?

Go to Requests in the resident portal. Your submitted ARC requests are listed with your other requests, each with its current status:

• Submitted — waiting for reviewers to vote
• Under Review — voting is in progress
• Pending Revision — a reviewer has asked for more information
• Approved — the request was approved
• Denied — the request was denied

Click any request to see its full activity history, including each status change and the date it occurred.

Can the president override a decision?

Yes. The president can manually override any request's status. All overrides are recorded in the request's activity history.

I'm an ARC reviewer. Where do I review requests?

When the board adds you to the committee, you get an email that says you're now an ARC reviewer, with a link to your review queue.

• If you're not on the board, open ARC review in the resident portal (on a phone it's under More). Your home page also shows how many requests need your review.
• If you're a board officer, use ARC Requests → Review queue in the board dashboard.

The queue lists open requests with the soonest deadline first and marks the ones that need your vote. Open a request to see the submission, its activity and the vote tally, then choose Approve, Deny, Request revisions or Abstain. Each vote is final, and you vote once per request. Every reviewer email links straight to the page you can open.

Only committee members vote. A board officer who isn't on the committee can read every request and override a decision, but doesn't vote. If a board officer should vote, the board adds them to the committee like anyone else.

If the board removes you from the committee, you get an email, and the ARC review page says your access has ended. Votes you already cast still count.

Who can see my ARC requests?

You can see your own requests and requests for your unit. ARC reviewers and board officers can see all requests submitted by any member. While a request is open, only the committee and board officers see who voted what; you see the tally. Once it's decided, or if your HOA chose to show voter names, you can see each reviewer's vote.