Communitrak includes optional AI tools that help you run your community. You can ask the AI assistant about the community and have it draft posts and messages for you, and the Today at card on your Dashboard sums up what needs attention each day. Everyone in the community, residents included, can also use AI to polish their writing, suggest a subject, draft a reply, or summarize a long conversation. AI never sends, posts, or changes anything without someone's approval.
The AI assistant requires the Use AI Assistant permission.
The Today card requires the View Today at Your Community permission.
Both are given to the Community Admin and Community Leader roles. They're separate, so a role can have one without the other. To give them to another role, go to Community > Roles.
The writing tools, summaries, and pet tools are available to everyone, wherever they can already write or view.
Turning AI features on or off for the community requires the Update Community Preferences permission.
Changing whether AI can go past the included monthly credit requires the Manage AI Usage permission. By default only the Community Admin role has it, and only a Community Admin can give it to another role.
Some options may be unavailable or appear differently depending on your level of account access.
The assistant answers questions about your community using what's in Communitrak, including requests and violations, architectural reviews, members, dues and past-due households, payment history, amenities and their availability, the bulletin board, events, alerts, forms and form results, articles, groups, files, access control, and your community website. It can show answers as tables and charts, with links that open the record.
Click the sparkle button at the top of any page. If you have a conversation going, it opens where you left off.
Type your question, or click one of the suggested questions, such as Which households are past due?
Press Enter or click the send arrow. While it works, you'll see each step it takes, such as "Looked at past-due households." Click the stop button to cut an answer short.
Ask a follow-up in the same conversation, or click New conversation (the pencil icon) to start over.
The first time you open the assistant, it shows a Before you start notice. It explains that the assistant is in beta, that answers can be wrong, that it only sees what your role allows, and what is sent to our AI provider. Check the box and click Agree and continue. You'll see the notice again only if its wording changes.
On a wide screen the assistant opens as a panel beside the page, so you can keep working while it answers. Drag its left edge to resize it. Your conversations are saved: click Conversations (the clock icon) to open an earlier one, and use the menu next to it to Rename or Delete it.
The assistant can also do a few things for you: create or update a request, comment on a request, post to the bulletin board, send or reply to a message, and RSVP to an event or cancel an RSVP. Before anything happens, it shows you exactly what it's about to do. Click Approve to go ahead or Cancel to stop. It checks first that the change will work, so you aren't asked to approve something that would fail.
It can't move money, publish your website, or delete anything.
It only sees what your role allows. If you can't open something in Communitrak, the assistant can't either.
It doesn't answer how-to questions about Communitrak itself, problems, or questions about your subscription. For those, it shows a Contact support button that opens a chat with our team.
It can be wrong. Check names, dates, and amounts before you rely on them. It doesn't give legal, financial, or other professional advice.
Each person can send up to 100 messages a day, and a very long conversation eventually asks you to start a new one.
Your account's email address must be confirmed before you can use it.
Use the thumbs up or thumbs down under an answer to tell us how it did. A thumbs down asks what went wrong; the reason and note are optional. The Communitrak team reviews rated answers to improve the assistant.
The Today at card, named for your community, sits near the top of the Dashboard. It's a short AI summary of what needs attention today: open requests and how long they've waited, open violations, posts waiting for approval or review, households that are past due, members who haven't activated their accounts, requests to join groups, alerts showing on the Dashboard, and events in the next seven days. Each part only appears if your role can see that area.
The summary is written the first time you open the Dashboard each day and stays the same for the rest of the day. If you have the Use AI Assistant permission, click the card to open a conversation that starts with it, so you can ask follow-up questions. A Continue row under the card takes you back to your latest conversation.
To hide the card for yourself:
On the Dashboard, click Customize Dashboard.
Under Just for You, turn off the Today at card.
This only changes your own Dashboard, and a hidden card isn't written or counted toward your AI usage. Other leaders keep the card unless they hide it too.
The same AI tools residents have are available to you too, with a few that only leaders usually see:
Writing assist: the sparkle button in the formatted text editor's toolbar can Improve writing, Fix spelling & grammar, Shorten, Lengthen, Rephrase, or Change tone to Professional, Friendly, or Direct. It works on the text you've selected, or everything if nothing is selected. Review the AI suggestion, then click Accept, Regenerate, or Discard. The editor appears in posts, messages, requests and violations, articles, forms, mailed letters, amenity agreements, custom Dashboard cards, and your community website.
Subjects and titles: the sparkle button next to the subject of a new message or bulletin board post, or next to an article's title or subheading, writes one from what you've written.
Alerts: the sparkle button next to Alert Message condenses your text to 120 characters or fewer, short enough to go out as a single text message.
Reply drafts: the sparkle button next to Your Reply drafts a reply from the conversation so far.
Summaries: message threads and requests and violations have a Summarize button. Once a thread has five or more messages, or a request or violation has five or more comments, the summary is written automatically when someone opens it. A summary is saved and shown to everyone who can see that thread or request, so internal discussion is never included in a request or violation summary.
Pets: adding a pet fills in empty details from its photo, and Found a Pet? compares a photo of a loose pet with the Pet Directory.
The resident article on AI writing tools covers these step by step.
Each AI request has a small cost, and your Communitrak subscription includes a monthly AI credit that most communities never use up. Assistant conversations, Today cards, and everyone's writing tools, summaries, and pet tools all count toward it. The credit is smaller during a free trial and while Communitrak is setting up a new community. AI isn't available while your community's account is restricted or suspended, or while the subscription is inactive.
When the community reaches its limit, AI pauses until the limit resets, and everything else in Communitrak keeps working. Usage is shown on the AI Usage card under Community > Billing, where anyone with the Manage AI Usage permission can choose whether to allow billed overage. The billing article covers the credit, the limits, and overage in detail.
Log in to Communitrak at https://app.communitrak.com.
In the main navigation menu, expand Community and click Preferences.
Under General Settings, uncheck Enable AI Features.
Communitrak stops sending your community's content to an AI service right away. The AI assistant, the Today card, every sparkle button, Summarize, pet photo auto-fill, and Found a Pet? are removed for everyone, and any AI request from your community is refused. Anyone who is already signed in sees the AI controls disappear within a few minutes, without signing out. Until then, those buttons won't work. Check the box again to turn AI back on, and it comes back for everyone the same way.
Communitrak's AI features are powered by Claude, from Anthropic. When AI runs, the information it needs is sent to Anthropic to produce the result. Anthropic's commercial policy says it doesn't use that information to train its models unless it's submitted as feedback or otherwise authorized. Our Sub-Processors page lists the services that handle your community's data.
Most AI runs only when someone clicks a button. Two things run on their own: the Today card when you open the Dashboard, and summaries of long threads and requests when someone opens them. The Today card is written from counts, ages, and event titles only, not resident names or message text.
AI never sends, posts, or changes anything on its own. Every suggestion is reviewed before it's used, and the assistant asks for approval before every change.
If an AI button is grayed out, hover over it. Your community may have reached its AI limit, and the tooltip says when AI resumes. The assistant and the Today card tell you the same.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
