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, one by one or all at once, and setting its AI instructions, 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 read your community's files, so you can ask what your CC&Rs, bylaws, architectural guidelines, policies, or meeting minutes say. For example: What do our CC&Rs say about fence height? It finds the document in Files, reads it, and answers from what it says, with a link to the file. Under the answer, Sources lists each file it quoted, with the passage it used and, for a PDF, the page number. Click a source to open the file.
It reads PDFs, Word documents (.docx), and text files up to 20 MB. It can't read images or spreadsheets. A scanned PDF, where each page is a picture with no text you can select, can be read only if it's 30 pages or fewer.
It only reads files you can open in Files. Restricted folders and member group files stay out unless you have access to them, and a file you can't open is treated as if it isn't there.
If your access to a file changes, or the file is deleted, the assistant stops using it right away, even in a conversation that already quoted it.
Files must be turned on for your community.
Answers about your documents aren't legal advice. For anything with legal consequences, confirm with your association's attorney.
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 card doesn't write anything until you ask. Until then it reads Your community at a glance. Click Get today's summary and it appears. It stays the same for the rest of the day, so it's already there when you come back. If you have the Use AI Assistant permission, click the summary 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.
The first time you ask, the card offers Show summaries automatically each day? Click Show automatically and the summary is ready whenever you open the Dashboard, or Only when I ask to keep asking for it yourself. It only asks once. You can change your mind anytime in the card's ā® menu: choose Automatically or When I ask.
To hide the card for yourself, click Hide this card the first time you see it, or choose Hide Card from the card's ā® menu. Changed your mind right away? Click Undo on the message that appears. To bring it back later:
On the Dashboard, click Customize Dashboard.
Under Just for You, turn on the Today at card.
These choices only change your own Dashboard. A summary you haven't asked for, or a hidden card, isn't written or counted toward your AI usage. Other leaders keep their own settings.
AI instructions are rules your leaders set once that the assistant and the Today card follow for everyone: what to call things, the tone to write in, or steps to take first. For example: Call homes "lots," not "units." Sign messages as "The Board." Before suggesting a fine, check whether the household has an open request about the same issue.
In the main navigation menu, expand Community and click Preferences.
In the AI card, type your instructions in the AI Instructions box, up to 2,000 characters.
Click Save AI Instructions.
The assistant follows them from the next question anyone asks, and the Today card from its next summary. The Today card uses only their wording and tone. To remove them, clear the box and save.
Instructions shape how the AI writes and works, not what it's allowed to do. They can't let anyone see or change something their role doesn't allow, and the assistant still asks for approval before every change.
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. Nothing is written until someone asks, and a summary appears only for the person who clicked. Each person's summary is written from what they can see and is never shown to anyone else. Clicking again shows your earlier summary, and a new one is written only when replies or comments have been added since. 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.
You can turn off one AI feature and keep the rest, or turn AI off altogether. Every feature is on until you change it.
Log in to Communitrak at https://app.communitrak.com.
In the main navigation menu, expand Community and click Preferences.
In the AI card, uncheck the feature.
AI assistant: the assistant chat, including reading your community's documents.
Today card: the AI summary on the Dashboard.
Writing tools: the sparkle button in the editor, suggested subjects and titles, condensing alerts, and reply drafts.
Summaries: Summarize on message threads, requests, and violations.
Pet photo tools: pet photo auto-fill and Found a Pet?
The feature disappears for everyone in your community, and any request for it is refused. The other features keep working. Check it again to bring it back.
On the same page, turn off the switch in the top-right corner of the AI card.
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. Turn the switch back on and AI comes back for everyone, with each feature as you last set it.
Either way, people who are already signed in see the change within a few minutes, without signing out. Until then, buttons for a feature that's off won't work.
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, including the text of any file the assistant reads. 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.
AI runs only when someone clicks a button. The one exception is the Today card, and only if you've chosen to have it appear automatically. 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.
