Getting Started with HOAi

Getting Started with HOAi: A Guide to Agentic AI in Action

Welcome to HOAi, your AI-powered assistant designed to streamline HOA management tasks and improve efficiency. This guide will walk you through the essential features of the platform so you can get started confidently.

Navigating the HOAi Dashboard

When you log into HOAi, you'll see a structured dashboard designed to help you stay on top of AI-generated recommendations, pending approvals, and past interactions.

Key Areas of the Dashboard:

• Conversations Panel (Left Sidebar): Displays your recent interactions with HOAi, allowing you to revisit and manage previous AI-assisted tasks.
• Approval Queue (Main Panel): Lists AI-generated recommendations that require review. Each item includes a description, categorized action, and a Pending status until approved or modified.
• AI Assistant (Top Center): A chatbot-style tool where you can:
  • Select an association to ensure responses are relevant.
  • Ask questions about platform functionality, workflows, or HOA policies.
  • Get AI-generated insights to assist with decision-making.

The AI Assistant is useful for quick inquiries and clarifications, as well as help drafting emails or analyzing data.

Reviewing and Approving AI Work

To review AI-generated recommendations, click on any Pending item in the "Approve HOAi Work Completed" section. 

This will open a detailed view of the AI’s proposed action, where you can Proceed, Modify, or Reject the recommendation. You’ll see the Workflow that HOAi used to process this action beside the ✨ symbol. To see the Action Item details, click on the “Action Item” link. You can also open any attachments associated with the action item by clicking on them here: 

Understanding HOAi’s Decision Controls: Proceed, Modify, and Reject

HOAi provides three options for handling AI-generated recommendations:

✅ Proceed – Approve and Execute

Select Proceed when the AI’s recommendation is correct and ready to be executed. This confirms that the response meets expectations and requires no modifications.

Example Use Cases:

• HOAi categorizes an invoice correctly based on the details provided.
• A service request update is flagged accurately as not the association’s responsibility.
• A homeowner inquiry response is generated correctly and is ready to send.

✏️ Modify – Adjust Before Proceeding

Select Modify if the AI’s response is mostly correct but needs some adjustments before approval. This allows for quick refinements while maintaining workflow efficiency. This will take you to a screen that allows you to scroll up to see the agent’s thinking and how they solved the Action Item.

Example Use Cases:

• The AI suggests the correct invoice category but misses a key detail, such as a memo note.
• A reservation denial message is mostly accurate but needs rewording.
• A compliance notification is correct but requires additional attachments.

After making necessary edits, you can then Proceed with the modified response.

❌ Reject – Flag for System Updates

Select Reject only when the AI has fundamentally misunderstood the task and requires adjustments at the system level. Rejecting an action does not mean a manager should handle it manually—it signals that the AI needs retraining.

Example Use Cases:

• HOAi misreads an invoice and assigns it to the wrong category or provider.
• The AI recommends an incorrect next step in a workflow, requiring system adjustments.
• A company-specific process is not followed correctly by the AI, and the logic needs to be updated.

⚠️ Important: If HOAi correctly determines that a task should be escalated to a manager, you can simply Proceed to confirm the recommendation. If the AI gets part of the task right but needs refinement, use Modify instead of Reject to help improve AI accuracy.

Optimizing Your Workflow with HOAi

• Use Proceed when an AI-generated recommendation is accurate and ready to go.
• Use Modify to make small adjustments while keeping efficiency high.
• Use Reject only for system-wide improvements that require AI retraining.

By applying these decision controls thoughtfully, you’ll ensure HOAi continues to improve and adapt to your specific needs.