# Case Study: Kaloop **Kaloop gives every self-managed HOA its first full-time “employee” — an AI agent powered by raia** *** **Snapshot** | **Metric** | **Before raia** | **After raia (AI Agents)** | | ----------------------------------------------- | ------------------------ | ----------------------------------------------------- | | Home-owner question turnaround | 24-48 h via group e-mail | **< 60 s** on chat/SMS/e-mail (24 / 7) | | Tier-1 issues resolved with no board effort | 0 % | **≈ 65 %** auto-handled | | Board & committee hours spent on communications | 8-10 h / HOA / mo. | **↓ 70 %** (AI manages FAQs & routing) | | Vendor request tracking | Manual spreadsheets | AI logs, categorises & notifies vendors automatically | | Equivalent staffing impact | Volunteer only | Capacity equal to **≈ 3 FTEs** per HOA | > “We use raia internally to work faster, and we give every HOA an AI agent as their first employee to handle day-to-day operations.”\ > **Chris Abbott, CEO, Kaloop** *** #### 1 | Company & Challenge Kaloop serves **300 k U.S. homeowner associations**, of which **100 k are self-managed**. Volunteers had to: * Answer repetitive by-law and dues questions * Track vendor work orders * Coordinate board decisions and meeting minutes The communication load made timely service—and volunteer retention—difficult. *** #### 2 | Why Kaloop chose raia * **Omnichannel out-of-the-box** (chat, SMS, e-mail, voice) so residents use any channel they prefer. * **Bulk document ingestion**—CC\&Rs, board minutes, newsletters—into a private vector store within hours. * **CoPilot human-feedback loop** to refine accuracy during a safe “shadow” phase. * **Unified conversation timeline** keeps context even when a user switches channels. *** #### 3 | Solution Design | **AI Agent** | **Primary Role** | **Key Integrations** | | --------------------- | -------------------------------------------------------------------------------------------- | ------------------------------------------------------ | | HOA Concierge Agent | Answers rules, parking, pet, dues questions 24 / 7; escalates exceptions to board. | Vector store of governing docs; chat/SMS/e-mail skills | | Vendor Liaison Agent | Captures maintenance requests, validates warranties, dispatches work orders, tracks updates. | Webhook to work-order system; e-mail/SMS | | Board Secretary Agent | Transcribes and summarises meetings, drafts minutes, posts highlights to resident portal. | File-parser; GPT summarisation | *** #### 4 | Implementation Timeline 1. **Weeks 1-2** – Upload governing docs & historic tickets 2. **Weeks 3-6** – Shadow mode in CoPilot; thumbs-up/down to fine-tune answers 3. **Week 12** – Live launch to 50 pilot HOAs 4. **Month 6** – Template cloned for rapid rollout to new communities *** #### 5 | Outcomes (first 6 months) * **65 %** of homeowner inquiries fully resolved by AI * Remaining **35 %** pre-diagnosed, cutting human handle-time **40 %** * Board “inbox hours” fell from \~10 h → <3 h per month * Resident CSAT up **+15 points** (3.9 → 4.5) * Kaloop on-boards **20+ new HOAs each week** without adding staff *** #### 6 | Key Takeaways 1. **Seed with real conversations**—past tickets teach the agent resident language. 2. **Clone, don’t rebuild**—swap in each HOA’s docs and launch in <1 hour. 3. **Combine automation & oversight**—board members can jump into any conversation via CoPilot. *** #### 7 | What’s Next * Proactive dues-reminder agent * Sentiment monitor to flag rising frustration * Financial-report bot answering “Where do our dues go?” *** By deploying raia, **Kaloop turns AI into a full-time community manager** that cuts volunteer workload, delights homeowners and scales effortlessly across thousands of self-managed HOAs. {% embed url="" %}