Feedback on AI governing document tool

Hi everyone, I'm interested in hearing how other communities handle after-hours and during normal work day resident communication. What solutions have you found effective? Has anyone tried implementing AI or automated systems to help manage resident inquiries?

Same as Cathy.

Do you have no community manager? What size is your HOA? How many board member?

For regular business hours, our management company has an automated service where you can indicate if you have a maintenance request, and you're probably familiar with what happens next. For other stuff, you can leave a message with the property manager. For emergencies, there's a number to call the on-call property manager.

We also encourage people to use the website - you can make maintenance requests, inquire about renting the clubhouse, download the governing documents, send a message to the board and review the most recent board meeting minutes. Since you have to call the on-call property manager for emergencies, the website also states what constitutes an emergency.

If you're thinking of an automated system, consider what types of calls you receive most often and talk to your property manager, if you have one, to see what would work best for your community. If you have a website, put as much non-emergency stuff on it as possible so people can save time and get the information they need. For most emails, you should be able to send an automatic reply saying your message was received and will be researched as soon as possible.

Ideally, phone calls should be returned within 3 business days (weekends and holidays don't count) - another reason homeowners need to know the difference between an emergency and something they should be able to wait for.

If it takes longer, people should get another email apologizing for the delay and providing an estimated time for a response. If the issue warrants review by the board, homeowners should know it'll be addressed at the next board meeting.