Frequently asked questions

Is Common Elements something the whole board uses, or just one director? Either works. A single director can use it as a personal tool to stay organized; a full board can collaborate on RFPs, vendor vetting, and committee decisions in shared workspaces. Members tab on each association controls who sees what.

Do we need our management company’s permission to sign up? No. Boards have their own Common Elements account and choose whether to invite their management company in. Many boards run parallel diligence (e.g., on a roofing RFP) alongside what their manager is doing.

How are RFPs different from email? Each RFP carries structured fields (scope, response deadline, bid line items) so vendor proposals come back in a comparable shape. The Compare view puts every proposal side-by-side with the same line items aligned. No more squinting at five PDFs in five different layouts.

Does CE replace our management software? No. CE is a workflow layer for the parts of management work that live across email, voicemail, and contractor relationships — forum, RFPs, vendor diligence, board communications. It complements the GL/AP/AR systems you already run.

Can a manager act on behalf of multiple associations? Yes. The user model supports memberships in multiple organizations and a context switcher that scopes every action to the right association. Cross-association activity is logged where it should be — on the association the action affects, not on the manager’s personal feed.

Who sees what when a manager posts an RFP? You choose: public RFPs are open to verified vendors in the relevant trade category; private RFPs are visible only to vendors you specifically approve. The platform doesn’t surface either type to vendors outside the scope you set.

What do I get in exchange for verifying my company? A verified-vendor chip on your directory listing, the ability to show up in category-specific searches that boards and managers run, and access to public RFPs in your trade category. Verified status is credential-backed (license check, ownership check) — we don’t sell badges.

Will boards see my reviews from other associations? Yes, that’s the point of an industry-wide directory. Reviews are written by verified board members or managers tied to a specific completed engagement; you can post a public response to any review.

Does CE charge me to receive RFPs? No. Receiving and responding to RFPs is free for verified vendors during pilot. If we introduce paid tiers later, you’ll have advance notice and the choice to opt in.

Why do attorneys and insurance pros need this? Two reasons: visibility and workflow. The forum is where boards and managers ask the questions you’re already answering by email twenty times a week — being present there is durable marketing. And the platform’s relationship model lets a firm be formally tied to the associations it represents, so documents and discussions thread through the right channels instead of one inbox.

Is content I post protected by attorney-client privilege? The forum is a public professional discussion space — anything you post there is not privileged. Direct messages between organizations are private at the platform layer but not privileged unless an attorney-client relationship is otherwise established. Use the platform with the same discretion you’d apply to a professional listserv.

Where does Common Elements operate? We’re Florida-rooted and Florida-first; the platform is available nationally. Florida-specific tooling (SB 4-D obligations, SIRS scaffolding, county-specific compliance surfaces) lands first because that’s where the regulatory pressure is sharpest.

Is my data exportable if I leave? Yes. You can request a complete export of your account data and authored content at privacy@commonelements.com. See the Privacy Policy for the full retention schedule.

How do I get in touch? Email hello@commonelements.com for general questions, or security@commonelements.com for security concerns.