HOAgent

HOA cuts inquiry workload 65% with tailored AI governance assistant (Redacted Community)

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Overview

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We designed HOAgent, a contextual AI governance assistant built around the unique needs of the community, not the other way around. Unlike larger, expensive platforms such as CephAI from CINC—designed to serve every possible function—HOAgent is lean, focused, and cost-effective. It delivers instant, consistent answers on covenants, bylaws, and board policies without unnecessary complexity, empowering associations to streamline operations, reduce costs, and strengthen resident trust.

• –65% fewer staff hours spent on inquiries
• 3× faster resident response times
• 100% policy-aligned guidance with audit trail

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Challenge

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The Association struggled with common but costly governance challenges:

• Residents overwhelmed staff with repeated questions about rules, guidelines, and processes.
• Policy answers varied, creating confusion and eroding trust.
• Board members were bogged down by small disputes instead of focusing on long-term priorities.
• Legacy tools (emails, PDFs, FAQs) were clunky and unscalable.
• Expensive “one-size-fits-all” HOA software solutions were too broad and costly for the association’s actual needs.

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Solution

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We partnered with the Association to design HOAgent, a purpose-built governance assistant:

• Tailored to the Community: Every rule, resolution, and policy was embedded with context specific to the community—so residents always receive board-approved answers that reflect local priorities.
• Contextual RAG Engine: Association documents were segmented and embedded into a secure vector database, providing precise and relevant retrieval.
• MCP for Governing Context: Using the Model Context Protocol (MCP), HOAgent pulled in state statutes, county codes, and local ordinances, ensuring compliance and alignment beyond the association’s documents.
• Guardrails & Transparency: Each answer links back to the source policy, giving residents confidence and boards accountability.
• Resident Self-Service: Accessible through the community’s portal, residents receive instant, accurate answers without waiting on staff.
• Analytics & Insights: Dashboards tracked top resident inquiries, workload reductions, and policy areas needing clarification—providing boards with actionable data.

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Return on Investment

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The results were immediate and measurable:

• 65% reduction in staff time spent on repetitive inquiries.
• 3× faster responses to residents.
• 90%+ increase in consistency of guidance.
• Operational savings: Equivalent to eliminating nearly one full-time role’s worth of workload.
• Targeted policy improvements: Analytics revealed patterns in resident confusion, helping the board refine communication and clarify rules.
• Improved satisfaction: Residents reported higher trust in the board’s governance thanks to clear and consistent communication.