How to Export Your HOA Owner List for an Election
Independent inspector of election services in California.
President of HOA Elections of California, Inc., an Inspector of Elections firm serving California associations since 2006.
Quick answer: Open your management system's owner or homeowner list report for the association, add the columns you need (names, lot or account, property address, mailing address and email), and export it as Excel or CSV. Then upload that file to DIY Elections as it is.
Your election starts with the owner list, and most management systems can export one. You do not need a special template. Below are the steps for two common systems, what to look for in any other, and which columns to include.
Vantaca
According to Vantaca's help documentation:
- Go to Homeowners > Homeowner List.
- Add any additional columns you need, such as email and mailing address.
- Click Export to Excel.
Buildium
According to help documentation for exporting data out of Buildium:
- Go to Associations and open the Association owners and tenants report.
- Choose the association from the dropdown.
- Click the export icon on the right and download the file as Excel or CSV.
Menu names change over time. If your screens look different, search your software's help center for "owner list" or "association owners report".
Any other management system
Most systems, including AppFolio, have an owner or homeowner directory report that can be exported. Look for:
- A report named something like owner list, homeowner list, owner directory or association owners.
- A filter for the association and for current owners only.
- An export button for Excel (.xlsx) or CSV.
If you cannot find it, ask your management company for "a current owner list for our association in Excel, with emails and mailing addresses".
Which columns to include
- Owner first and last name, or one owner name column
- Lot, unit or account number
- Property address
- Mailing address, city, state and zip, if different
- Email address
- Phone number (optional)
Lists from a spreadsheet or the county
A list kept in Excel works as is. In Google Sheets, use File, Download, then Microsoft Excel or CSV. Owner lists from the county assessor or a title company often come in ALL CAPS with combined owner names, which DIY Elections cleans up during import.
Import it into DIY Elections
Upload the file on your election's Voters tab with Smart Import. Columns are matched for you, and the preview splits names, fixes ALL CAPS, merges duplicate units, sets owners without email to paper ballots and keeps mailing addresses separate. See how voter list import works, then work through the HOA voter list checklist before your first notice goes out.
Product names belong to their respective owners. DIY Elections is not affiliated with or endorsed by them.
Frequently asked questions
Does my owner list need to match a template?
No. Export the list as it is. The first row should contain column names, and DIY Elections matches them to voter fields.
Can I export as PDF instead?
Use Excel or CSV. PDF reports are hard to turn back into rows and columns.
What if my management company sends the list?
Ask for Excel or CSV with names, lot or account number, property address, mailing address and email.
Put this into practice
Build a compliant California HOA election schedule in seconds, then generate the notices it calls for.
Related articles
- HOA Voter List Checklist: Clean Up Your Roster First
A clean voter list is the first step of every HOA election. Use this 10-step checklist to catch duplicates, co-owners, missing emails and stale addresses before notices go out.
- AB 1892: What Changes for HOA Acclamation and E-Voting Notices in 2027
Starting January 1, 2027, AB 1892 cuts the California HOA acclamation notice from 90 to 30 days and sets a 10-day reminder. Here is what changes.
- The HOA Election Timeline Every Board Should Use
From the call for candidates to certified results, here is the day-by-day HOA election timeline template California boards can follow, with statutory deadlines and the buffers most associations forget.