Condominium managers: automate preparation while retaining decisions

Specify actions instead of a broad promise

Break the work into observable verbs: read, classify, extract, match, prepare a PDF, draft, send, choose and commit. Permission to prepare information does not automatically authorise the following actions.

Adding a tool does not transfer the condominium manager’s role or responsibility. Relaist’s proposed scope separates administrative preparation from the firm’s decisions while retaining existing accounting and management software.

Allow preparation that can be checked

Each result should remain connected to its sources and uncertainties. An unreadable amount is flagged; an unconfirmed recipient still requires review. A polished PDF is not necessarily an approved document.

• Read and classify messages expressly included in scope.
• Extract references actually present in documents.
• Prepare records, PDFs and drafts from those sources.
• Create internal reminders and flag missing information.

Require approval before an external commitment

In the first Relaist Travaux scope, quote requests, work orders, owner replies and contractor follow-ups require approval. An authorised person sees the content and recipients before sending.

Contractor selection and expenditure remain with the firm. A document or quote changed after approval requires a new review of the affected actions. The agreed process records the version and reviewer associated with approval.

Define stopping and escalation

An unrecognised case, conflicting documents, a missing authorisation or a connection issue needs a defined response: request clarification, suspend preparation or refer the case to a person.

The proposed service excludes insurance claims, emergencies, technical judgements and legal decisions. Detecting a word in a message is not enough to independently determine safety or responsibility. The firm retains its handling process.

Test boundaries before measuring capacity

Include a complete case, a replaced quote, missing information and an out-of-scope case. Check that the expected action is proposed and that the workflow stops when approval is missing. One successful demonstration path does not establish reliability.

The review also measures reading time, corrections and manual recovery. Useful capacity depends on those real checks, tools and case types. Acceptance criteria are agreed before configuration; no managed-unit count or replacement of a role is guaranteed.