Using the Knowledge Assistant in HOAi

This guide provides a method for accessing community-specific information through the HOAi chat feature. By following the steps, users can quickly find details about a specific community and engage with their association information. It's a quick and efficient way to connect with resources that are housed in Vantaca!

What Makes HOAi Powerful

Your HOAi Assistant connects directly to your associations data in Vantaca giving you instant access to the information you need. Think of it as having an experienced team member who knows exactly where everything is and can pull it together.

Assistant Capabilities

• Document Search & Retrieval: Search governing documents, contracts, meeting minutes, and policies for specific information.
• Homeowner Account Lookup: Find resident details, account balances, payment history, and contact information.
• Service Provider Search: Look up contractor information, service details, and contact data.
• Policy & Rule Questions: Get answers about community guidelines, governing docs, and information about any association.
• Association Information Lookup: Access board member details, staff information, bank accounts, and association settings (within your access level).
• Action Item Viewing: Look up existing action items, their details, attachments, and current status.
• Information Research & Lookup: Search for specific data points, dates, amounts, or details across various locations in Vantaca.
• Question Answering: Get direct answers about procedures, policies, regulations, and community‑specific information.

1. Navigate to HOAi landing page once logged in

   

2. Click the "Ask anything..." field and enter the question or prompt that you wish the agent to respond to

3. Once the prompt has been entered into the text field, click "Community" to locate and select the association you wish to retrieve the information for. (You may do this before entering the prompt if you choose!)

4. The agent will then review the information in your system to provide the requested information.

The agent can access the Association Additional Information section and will look through documents within the documents folder structure for that association. It can also access individual accounts and balances, reports, and Action Item information.

Governing documents, by-laws, CC&Rs, etc are common items that the agent will search in order to provide current and accurate information.

Note: Sensitive has been redacted from this image.

 

Dedicated Experiences

For certain tasks, the assistant opens a focused workspace designed specifically for that workflow. Instead of answering in the general chat, it routes you into a purpose-built experience.

Budget Drafting: Type something like "project a budget for next year" or "start a new budget," or click the suggested prompt button. The assistant will respond with an interactive card — click it or hit Enter to open the Budget Drafting experience. From there, the workflow guides you through the process in a dedicated space.