AI for a condominium management firm: what can an agent take over?

Examples of agents we build for condominium managers

Each agent is custom-built on your tools; a few examples:

• The owner requests agent: reads incoming emails and voicemails, opens the right ticket in your management software and drafts the reply.
• The meeting notice agent: builds the agenda from the owners' council's requests and checks, resolution by resolution, that every document is attached.
• The minutes agent: writes the minutes in your template from the attendance sheet, the votes and the notes taken during the meeting.
• The claims agent: reads the photos and incident report sent by the owner, opens the file and chases the insurer and contractor until it closes.
• The quotes agent: reads the quotes received for works, compares them line by line and prepares the table for the owners' council.
• The deadlines agent: watches maintenance contract end dates, periodic equipment inspections and management mandates, and warns you in time.
• The voted works agent: follows each job decided at the meeting, chases the contractor who is running late and keeps the owners' council informed.
• The building visit agent: the manager sends photos and a voice note on WhatsApp, and the agent turns them into a report and a list of jobs.
• The history agent: finds the year a decision was voted and cites the minutes it comes from.
• The owners' council report agent: prepares a quarterly update on requests, claims and works for each building.

Can it prepare the general meeting notice?

In France, unless there is an emergency, the notice must reach owners at least 21 days before the meeting, along with the agenda, draft resolutions, the postal voting form, the quotes and contracts put to the vote, and the financial statements when approving the accounts is on the agenda.

The agent drafts the agenda from the owners' council's requests, owners' emails and the last minutes. It checks, resolution by resolution, that each document is there, flags for example a missing quote, and prepares the mailing in your software so the property manager only has to approve it.

Can it write the meeting minutes?

After the meeting, the agent writes the minutes in your template from the attendance sheet, the votes and the notes taken during the meeting, even dictated ones. It also lists the owners who voted against or were absent and unrepresented, who must be sent the minutes within a month, and prepares those letters.

Can it answer owners and the owners' council?

A service charge call, a question about charges, a leak reported by email or phone: the agent identifies the building and the unit, opens the request in your software and drafts the reply from the condominium bylaws, past minutes, contracts and earlier emails, citing its sources.

For a simple message, such as an acknowledgement or a document the owners' council asked for, it can reply on its own if you have chosen so. Everything else waits for the property manager's review.

Can it compare quotes and track insurance claims?

Before a meeting, the agent reads the quotes received for works and lays them out side by side: line items, amounts, lead times, what each contractor includes or leaves out.

For an insurance claim, it reads the owner's claim and photos, opens the file, lists the documents (incident report, loss adjuster's report, repair quote) and what is missing, then chases the insurer or the contractor until the file is closed.

Can it find a decision in a building's history?

A building's decisions are spread over years of minutes, contracts and emails. You ask the way you would ask a colleague who had read everything:

• What year did the meeting vote to redo the facade of this building?
• Which lift maintenance contract is running, and until when?
• Which buildings have voted roof works in recent years?

Where do our buildings’ documents go?

A condominium's files hold owners' names, addresses and accounts. Your files stay in SharePoint, OneDrive or Dropbox; Saména reads them in read-only mode and keeps no copy.

What Saména retains is encrypted with a key unique to your firm. Processing servers are in France, the database is in the European Union. You choose the model: Claude, models from OpenAI, or Mistral if you prefer a French model. It runs in Europe and keeps none of your data. If your requirements call for it, Saména can be installed on your own infrastructure, and everything can be deleted on request.

Where do we start?

It starts with a thirty-minute call: we look at how your property managers work, from preparing general meetings to handling claims, and which tools they use.

Our engineers then build the agents around the way you work, connected to your documents, your email and your management software. A first agent is usually running two weeks after the call, in the Saména app, on WhatsApp or from Claude, ChatGPT or Copilot.

We then stay on to evolve your agents and add new ones. There is a one-time setup fee, then a monthly subscription; we share the amounts on the call.

Frequently asked

Does Saména already work with condominium managers?

Saména works today in consulting, environmental engineering and a network of car repair garages, and each agent is built around the way the company using it works. The first call is there to see what an agent would take over for you.

Can the agent connect to our condominium management software?

Yes, that is the point of custom work: we connect to the tools you already use, whether management software, email, phone or shared folders. You don't change software.

Does the agent send meeting notices itself?

You choose. By default, it prepares the notice and its documents, and the property manager approves the mailing. For simple messages, such as an acknowledgement, it can send on its own if you have decided so.

Can we start with one property manager's portfolio?

Yes. You can start with a few buildings and a first agent, then expand whenever you want.