Documents & Forms
Build your community's document library — CC&Rs, bylaws, budgets, meeting minutes, forms, and newsletters. Documents you upload power the AI Assistant's answers and can be shared with residents in one click.
This guide applies to Owners and Managers (staff). Residents see shared documents in their portal — see the resident guide.
Uploading a Document
- Go to Documents in your board portal
- Click Upload document
- Fill in the form:
- Title: A clear name (e.g., "Board minutes – April 2025")
- Category: Free-form grouping such as "Financial", "Governing Documents", or "Forms" — documents are grouped by category in both the board and resident views
- Description: Outline the contents so residents know what to expect
- Resident visibility: Toggle Share with residents to make the document visible in the resident portal
- File: PDF, images, or spreadsheets up to 25 MB
- Save the upload
If your library is empty, the Documents page prompts you to upload your CC&Rs, bylaws, or rules first. The AI Assistant indexes each upload instantly and answers questions from residents and board members — citing the exact sections it pulls from.
The Document Library
Uploaded documents are grouped by category, each showing a table with:
| Column | Description |
|---|---|
| Title | Document name and description |
| Uploaded | When it was added |
| Uploaded by | Who added it |
| Type | File type |
Documents shared with residents carry a green Resident visible badge so you can see at a glance what's public to your community.
Viewing and Downloading
Click a document to open its detail page, where you can Download the file and review its details.
Resident Visibility
The Share with residents toggle controls whether a document appears in the resident portal:
- On: Residents see it under Documents, grouped by your category, and can view or download it
- Off: Only owners and managers can see it — use this for drafts, sensitive financials, or internal records
You can change visibility at any time; the resident portal updates immediately.
Deleting a Document
Click the delete icon on a document and confirm. Deleting removes the document for both staff and residents and cannot be undone.
Documents and the AI Assistant
Every document you upload is indexed for Document Q&A. The AI Assistant's Context control shows how many documents are indexed, processing, or failed. The more of your governing documents you upload, the better the AI's answers — for staff and for residents asking about rules and policies.
Best Practices
- Use consistent categories: "Financial", "Governing Documents", "Forms", "Newsletters" — residents see the same groupings
- Write descriptions: A one-line description saves residents from downloading the wrong file
- Share generously, but deliberately: Default governing documents and forms to resident-visible; keep working drafts internal
- Upload the governing documents first: They're the foundation of useful AI answers