For HOAs & community associations
Your owners have the same forty questions. Every week.
Dues dates, late fees, paint colours, parking, which building has the elevator, where the rules actually say that. The answers exist — in documents nobody wants to read on a phone. Propelient's assistant answers from those documents, on your own website, at eleven at night on a holiday weekend.
- • Answers from your governing documents, rules, minutes and forms
- • Members-only material read only for owners who are signed in
- • Every unanswered question handed back to the board as a short list
- • One line of code on the site you already have
$99/month per community. No contracts.
Start with one community
Why communication is the complaint
Ask boards what goes wrong with management and the same answer comes back first: nobody replied. It is rarely indifference. A portfolio manager carries several communities, the questions arrive faster than anyone can type, and the ones that get answered are the ones that shout. Meanwhile most of the volume is the same handful of questions with answers already written down. That part does not need a person — it needs a fast, honest answer at the moment somebody asks.
What it handles
The same forty questions
When are dues taken? What is the late fee? Can I paint the door? Where do I park a trailer? Which building has the elevator? The questions repeat, the answers are already written down somewhere, and someone is retyping them anyway.
From your documents, not the internet
It answers from the association's own governing documents, rules, meeting minutes, amenity tables and forms — the material you already publish — rather than from something it read about a different community.
Members-only stays members-only
Owner documents and forum threads are read only for someone signed in to your site, and the check is cryptographic rather than a matter of trust. A prospective buyer browsing the public pages never sees them.
It says when it does not know
Assessments change, boards change their minds, and a confidently wrong answer about a rule is worse than no answer. Anything it cannot support from your documents comes back as a question for the office instead.
You see every question asked
Including the ones it could not answer — which is the most useful list your board will read this year. Answer one in a sentence and the assistant handles it from then on.
One line on your existing site
It sits on the site you already have, in your colours. No portal migration, no new login for owners to forget, nothing for the management company to rip out.
Running on a real association today
One owners' association we work with has more than 1,500 documents in the assistant's knowledge: governing papers, board forms, floor plans, amenity tables, decades of updates, and a members-only forum of owner discussions. Owners ask it which buildings have elevators, what the bedding is in a two-bedroom, whether trailers can be parked on site, which weeks are available. It answers from the association's own amenity table, tells them when a figure on file is too old to quote, and never shows a public visitor a word of the members' material.
The board's own corrections outrank everything else it has read, so when a rule changes they fix the answer in one text box rather than waiting on anybody.
How it goes live
1. We read what you publish
Your pages, rules, forms and documents — including the ones behind the owner login, sent to us by a plugin on your own site rather than scraped from outside it.
2. You check it before owners do
Ask it the questions you get every week and read the answers. Anything wrong, you correct in a sentence. Nothing goes live on your site until you say so.
3. It answers, and tells you what it missed
Owners get answers immediately. You get every conversation, plus a short list of the questions it could not answer — the gaps in what your community has actually been told.
Questions boards and managers ask us
Will it interpret the CC&Rs or give legal opinions?
No, and it is instructed not to try. It quotes and points to what your documents say, and refers anything that needs judgement — an interpretation, a dispute, a variance — to the board or the manager. Answering “can I do this?” with a guess is exactly the risk this is built to avoid.
Who can see the owner documents?
Only someone your site has signed in. The assistant is told which material is members-only and will not draw on it for anyone else, and that decision is enforced on our side rather than left to the browser. Public pages, rules everyone can read and general information stay available to everybody.
We are self-managed with no staff. Does this still make sense?
It is arguably a better fit. A volunteer board has nobody answering the phone at all, so the questions arrive by email at night and on weekends and wait for whoever has time. The assistant answers the repeat ones immediately and hands the board a list of the ones it could not.
We manage thirty communities. Is it one assistant or thirty?
One per community, because each has its own documents, rules and amenities, and an answer from the wrong community is worse than no answer. They are managed together from one dashboard, and a portfolio manager can see every conversation across the communities they run.
What happens when the rules change?
You update the document on your site and the assistant picks it up. You can also correct any answer directly in one text box, which takes precedence over everything else it has read — useful when a board decision lands before the paperwork does.
Does it replace our manager or our portal?
Neither. It answers the questions that do not need a person, so the ones that do reach your manager faster. Nothing moves out of your existing portal or accounting system.
Managing communities and chasing new contracts?
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