Adding a New User in HOAi

This visual guide displays the process of adding a new user in HOAi and configuring their access to agent-produced activity.

As an Admin in HOAi, you can add users and set up access for those who will be working with the agent

1. Navigate to your designated HOAi page, using the link provided during launch. Example, companyname.myhoai.com. 

2. Locate and click on your name in the top right-hand corner of the page. Select "Company."

3. Click "New User" 

4. Enter the new user information in the respective fields to set up access

5. Add Name, Email Address, and then select the role that the user should have and corresponds with their current responsibilities

• Admin - Access to all properties, workflows, and able to manage users.
• Sales, Operations, Property Manager, and Board Member roles will not have access to all workflows and properties by default. These roles are unable to add or edit users. These four roles are simply labels for categorization and do not control permissions. Permissions for these roles will be managed in the next step. 

6. Users can be assigned all properties, specific properties, or property groups.

• Vantaca Portfolios are automatically imported into HOAi as the "Property Group" list.

Selecting properties is how you can manage which proposals the user sees in their queue.

7. The "Access to AI Agent" toggle allows the user to view and manage proposals in the dashboard upon logging in. If this toggle is not engaged, the user will not see any HOAi proposals.

•  Users without this toggle will still be able to use the HOAi Knowledge Assistant, but will not interact with Proposals related to Action Items. 

8. Access to workflows should also be set up based on the user's role in your organization. All workflows, individual specific workflows, or a workflow folder can be assigned

Workflow folders are typically configured based on standard Departments within a Management Company

The folders house the individual workflows, and may be custom to your management company. Hover over the folder name to view the workflows included in each folder. 

• If you aren't sure which folders are which, or need to update your configuration, contact your HOAi representative for support. 

9. Ensure the "Send Invitation Email" toggle is enabled, then click "Create" to add the new user and send the login request:

Congrats! You just created a user in HOAi.