HOA Architectural Request Organizer · Community, Faith & Civic
Every architectural request complete, logged and on deadline
Each ARC request is checked against your guidelines for missing items, logged in Notion with its review-by date and summarized for the committee. The committee decides every one.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Half the applications arrive missing paint samples or a site plan.”
- “Requests get buried in someone's personal email and the review period runs out.”
- “Committee members each get the request in a different format.”
What you get with the agent
- Reads your architectural guidelines and checks each request against the items required for its project type.
- Quotes the rules that may apply, word for word with section numbers, for the committee.
- Logs the request in Notion with its received date and the review-by date from the period you set.
- Posts a summary with missing items to the committee's Slack channel.
- Emails the homeowner an acknowledgement listing anything missing, approved by a committee member first by default.
Before
A fence request comes in by email. Two weeks later the committee realizes there's no survey, and the 30-day review clock is nearly out.
After
The request is logged the same day with its deadline, the committee sees the missing survey and the relevant fence rules in Slack, and the homeowner is asked for it right away.
How it works
The whole workflow, step by step.
When a homeowner submits your ARC / ACC request form, the agent reads your architectural guidelines page in Notion and checks the request against the items required for that project type, quoting the rules that may apply word for word. The request is added to your Notion requests database with its received date and the review-by date from the period you set from your governing documents, the committee gets a Slack summary, and the homeowner gets an acknowledgement listing anything missing — approved by a committee member first by default. It drafts and organises for a person to approve and makes no legal, permit or approval decision: it never approves or denies, and it doesn't open plan PDFs or photos.
- TriggerArchitectural request form
- App callRead your architectural guidelines
- LogicWork out the review-by date
- AI stepCheck the request for completeness
- App callAdd it to your requests database
- App callTell the committee
- OutputCommittee told
- LogicReview the acknowledgement first?
- Send without review:Acknowledge the homeowner
- Review first:Approve the acknowledgement
- Human approvalApprove the acknowledgement
- Approved:Acknowledge the homeowner
- OutputAcknowledge the homeowner
- OutputHomeowner acknowledged
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Architectural request formStarts when your ARC / ACC request form posts a request: homeowner, lot and address, project type, materials, colours, contractor, dates and plan or photo links.
- Step 2Read your architectural guidelinesReads the text of your architectural guidelines page in Notion (required items per project type and the rules themselves).
- Step 3Work out the review-by dateIn code, not AI: today's date (the received date) and the review-by date 30 days from today, as your governing documents set the review period. Change the 30 here (add.days; set businessDays for business days) and set timezone to your association's zone (UTC otherwise).
- Step 4Check the request for completenessAI checks the request against the items your guidelines require for this project type, quotes the rules that apply and lists anything missing. The received and review-by dates come from the date step. It never approves or denies.
- Step 5Add it to your requests databaseAdds the request to your Notion architectural-requests database: status (complete or missing items), lot, project type, homeowner, received date and review-by date, with the summary, missing items and quoted rules on the page.
- Step 6Tell the committeePosts the request summary, missing items, review-by date and rule references to your committee's Slack channel.
- Step 7Committee toldThe run history keeps the request record.
- Step 8Review the acknowledgement first?By default every acknowledgement waits for a committee member's approval; switch review off and only disputes, complaints and unusual requests wait.
- Step 9Approve the acknowledgementA committee member checks the missing items and review-by date in Reviews, edits the acknowledgement and approves; nothing is sent before that.
- Step 10Acknowledge the homeownerEmails the acknowledgement (what was received, any missing items, the review date) to the homeowner, with replies going to your committee inbox.
- Step 11Homeowner acknowledgedThe run history keeps the acknowledgement.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Request (fictional): Lot 42, 6-foot cedar fence, materials listed, no site plan attached.
The agent produces
Logged in Notion with a review-by date. Slack summary quoting the fence height and material rules, site plan listed as missing. Acknowledgement asking for the site plan waiting for a committee member.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Notion and Slack, connected in Settings → Integrations, a Notion guidelines page and a requests database with the listed properties.
- A request form that can post JSON to a webhook, and your review period as your governing documents set it (entered in “Work out the review-by date”).
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Notion. Connect Notion and share your guidelines page and requests database with the Fluxo Flow integration (Settings → Integrations → Notion).
- Connect Slack. Connect the Slack workspace your committee uses (Settings → Integrations → Slack).
- Pick your guidelines page. Open “Read your architectural guidelines” and pick your account and paste the page link.
- Paste your review rules. Open “Check the request for completeness” and replace the placeholder with when your review clock starts, your contacts and sign-off. The review period (30 days) is set in “Work out the review-by date”.
- Pick the requests database. Open “Add it to your requests database” and pick your account and database.
- Pick the committee channel and inbox. Open “Tell the committee” and pick your account and channel, then “Acknowledge the homeowner” and enter the Reply-to address.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your request form.
Is it a fit?
Who it's for, and what it won't do.
Built for
- HOA architectural review committees
- Volunteer HOA board members
- Community association managers
What it doesn't do
- It drafts and organises for a person to approve; it makes no legal, permit, eligibility or approval decision. It never approves or denies a request — the committee decides every one.
- Deadlines come from the review period you set from your governing documents; it isn't legal advice.
- It doesn't open plan PDFs or photos (the links are kept on the record), and it reads the guidelines page's top-level text only (up to 50,000 characters).
- It doesn't send violation or fine letters.
We list the limits up front so you can decide before you buy.
Price
$99 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about HOA Architectural Request Organizer.
Does it approve or deny requests?
Never. It checks completeness and quotes rules that may apply; the committee decides every request, and the acknowledgement never hints at the outcome. It isn't legal advice.
Does it read plans and photos?
No. It keeps the plan and photo links on the record for the committee to open.
How long does setup take?
About 20 minutes: connect Notion and Slack, pick your guidelines page and requests database, and paste your review period.
Is it worth it for a volunteer board?
It's a one-time purchase that never renews, set against volunteers chasing incomplete paperwork. You need a paid plan and your own AI key; Dry Run is free.
What should the form send?
A JSON POST with homeowner_name, email, phone, lot, address, project_type, description, materials, colors, contractor, start_date, end_date, plan_links and photo_links (links to uploaded files). Your form or site posts it with the webhook's signature header.
What goes in Notion?
An ordinary page with your architectural guidelines (required items per project type and the rules; top-level text is read, up to 50,000 characters — text inside toggles isn't) and a requests database with the properties Name (title), Status (select), Lot (text), Project type (text), Homeowner (text), Email (email), Received (date), Review by (text). Share both with the Fluxo Flow integration (••• → Connections).
Is this a subscription?
No. HOA Architectural Request Organizer is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put HOA Architectural Request Organizer to work.
Free account, no credit card. Your Agents page opens with HOA Architectural Request Organizer ready to buy and set up, then Dry Run it before it goes live.