Managing the community document library

The document library is where your community's paper trail becomes findable. In the dashboard sidebar, open Documents.

The three views

• All Docs — everything, organized by category (governing documents, minutes, financial, policies, and so on), with upload and search.
• CC&Rs — a dedicated home for your declaration and covenants, since they get referenced constantly.
• Templates — reusable letters and forms for board work.

Uploading

Select upload in All Docs, choose the file (PDFs and Word documents are the everyday formats), give it a clear title, and pick a category. Titles matter more than you'd think — "2024-03 Board Meeting Minutes" beats "scan_0047.pdf" forever after.

Two upload habits pay off:

• Upload governing documents early. The AI Assistant reads the library to answer questions — with the declaration and bylaws in place, its answers cite your actual rules instead of generalities.
• Publish minutes after approval. Approved minutes belong where residents can read them.

Confidential documents

Each document can be marked confidential, which keeps it visible to the board only — the right setting for attorney correspondence, personnel matters, or anything mid-negotiation. Everything not confidential is visible to residents in the portal's Documents section. A good default posture: governing documents, policies, approved minutes, and budgets are open; legal and personnel matters are confidential. Georgia associations also have records-inspection obligations to their members — some materials, members are entitled to see on request, so don't use the confidential flag as a substitute for understanding those duties. This is general information, not legal advice — consult an attorney for your specific situation.

How documents power the AI

When you upload a document, the platform extracts its text so the AI Assistant and the agent workforce can cite it when answering questions — a resident asking "can I park a boat in my driveway?" gets an answer grounded in your declaration's actual parking section. The more complete the library, the less the AI has to say "I don't have that document."

Housekeeping

When a document is superseded — an amended declaration, a restated policy — upload the new version and keep titles honest ("…(superseded 2025)"). The library is a record, not just current state; the old version often matters in disputes about what rules applied when.