Case Study: Kaloop
FINANCIAL: SOFTWARE
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
Weeks 1-2 – Upload governing docs & historic tickets
Weeks 3-6 – Shadow mode in CoPilot; thumbs-up/down to fine-tune answers
Week 12 – Live launch to 50 pilot HOAs
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
Seed with real conversations—past tickets teach the agent resident language.
Clone, don’t rebuild—swap in each HOA’s docs and launch in <1 hour.
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.
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