Admin · AI Orchestration

AI Agent Orchestration

The 12 specialized AI agents that run inside CMG's platform · what each one does · what it touches · what it never touches. Documented like a security audit · because eventually somebody will audit. Boards see the chart in their next strategic plan.

12AI agents in production

96%Automation acceptance · staff

4Agents · auto-actions allowed

8Agents · draft-only

$0AI-driven incidents · ever

Agent inventory

1 · Owner Triage Agent

classifies inbound owner inquiries · routes appropriately

assist · draft & route

What it does

Classifies every inbound owner email into 7 categories (rule, billing, maintenance, legal, governance, social, other)
Drafts initial reply citing relevant docs · queues for human approval
Auto-sends low-risk replies (e.g., "what time does the pool close" · facts only) without human touch
Escalates anything legal-adjacent or sensitive to manager/AGF immediately

Constraints · what it never does

Never quotes dollar amounts owed without pulling Owner Ledger live
Never makes commitments on behalf of CMG / boards
Never auto-sends NOLA or any collections-related correspondence
Never handles records-request statutory clock cases

2 · Owner Knowledge Bot

portal-embedded chat · 24/7 self-serve · cited answers

auto · cited only

What it does

Answers owner questions from FAQ KB · governing docs · Operations Manual · Owner Ledger live
Always cites sources · 94% citation-backed
Always offers human handoff after 2 turns
Logs all "don't know" results for FAQ team review

Constraints

Never legal advice
Never makes commitments
Never quotes balance without ledger lookup
Never per-property-mismatch (Plaza Tower owner can't ask about Magnolia rules)

3 · Invoice OCR + Coding Agent

paper / PDF invoice → AppFolio AP queue

auto · 94% confidence threshold

What it does

OCR scans invoice from mailroom or email
Extracts vendor / amount / date / GL / association
Auto-routes to AP queue if > 94% confidence + COI valid + duplicate-clear
Holds for human review otherwise

Constraints

Never authorizes payment · only routes for human approval
Never bypasses COI gate
Never auto-codes new vendor types · routes to onboarding

4 · Meeting Recap Agent

recording → transcript → summary → action items → minutes draft

draft · manager reviews

What it does

Whisper diarization on BOD recording
LLM summarizes decisions, votes, action items, attendance
Generates first-draft minutes in < 4 hrs post-meeting
Manager reviews + edits + publishes (typically 15 min vs old 4 hr workflow)

Constraints

Never publishes without manager approval
Never invents votes · always grounds in transcript
Never alters historical recordings · audit-log captures every edit

5 · Sentiment Theme Extractor

NPS open-text + social monitor → recurring themes

auto · synthesis

What it does

Parses NPS open-text + Reddit + NextDoor + Google Reviews
Identifies recurring themes per association · trend deltas
Auto-anonymizes for board reporting
Surfaces 90-day theme report into Sentiment dashboard

Constraints

Never re-identifies anonymized comments to staff who shouldn't see attribution
Never auto-publishes externally

6 · Document Quality Agent

drafts (annual report · budget memo · variance memo · etc.) → quality check

assist · draft refinement

What it does

Reads manager-drafted documents (annual report letter, BOD memo, variance memo)
Checks: clarity, FL §718-statute citation accuracy, tone consistent with CMG voice
Suggests edits · doesn't make them automatically
Flags potential FHA / fair-housing language issues for AGF review

Constraints

Never alters tone without permission
Never bypasses AGF review when flagged

7 · Anomaly Detection (financial)

DQ monitor + utilities · flags unusual patterns

auto · flag-only

What it does

Monitors: GL drift · ledger reconciliation · utility usage · vendor billing patterns
Flags anomalies (15%+ deviation, duplicate-detection, math errors)
Routes to AppFolio DQ Monitor + Bill Pay reviewer

Constraints

Never auto-corrects without human approval
Never silently auto-pays even when confident

8 · Translation Agent

EN → ES / VI / ZH for owner-facing communications

draft · human reviewer required

What it does

Auto-translates EN master into ES/VI/ZH drafts
Routes to credentialed translator for review (Anderson/Tran/Anderson Linguistics)
Critical-legal documents (NOLA · lien · hearing notice) require double-review

Constraints

Never publishes without human translator sign-off
Never used for first-draft of legal docs that aren't already EN-finalized

9 · Capital Project Schedule Agent

project deadlines · vendor coordination · owner-impact heads-up

assist · drafts · manager confirms

What it does

Tracks capital project critical paths · flags slippage
Drafts owner heads-up notices 48 hrs before noisy work
Auto-coordinates vendor schedules to avoid conflicts

Constraints

Never schedules work without manager approval
Never auto-sends owner notice without manager review

10 · Reg Scanner Agent

FL bill tracker · DBPR rules · OIR updates

assist · summarize for AGF review

What it does

Daily scans FL Senate / House bill activity, DBPR rule notices, OIR bulletins
Identifies condo/HOA-relevant changes
Drafts summaries · cites sources · estimates client impact

Constraints

Never makes statutory interpretations · always routes to AGF for opinion
Never sends client memos without legal review

11 · Records-Request Workflow Agent

10-day clock · redaction draft · QA

assist · always human-reviewed

What it does

Tracks statutory clock per request
Auto-pulls relevant documents
Drafts redactions per 8 redaction-rule categories
Manager reviews + signs off before delivery

Constraints

Never delivers bundle without human QA · 100% spot-check
Never makes redaction decisions on litigation-privilege material

12 · Performance Signal Agent

leadership dashboard · per-manager metrics · trend surfacing

assist · synthesis only

What it does

Synthesizes per-manager NPS, ack rate, response time, task completion
Surfaces trends in Coaching log + leadership dashboard
Drafts weekly digest material

Constraints

Never makes employment decisions or recommendations
Never accessible to staff outside Tizi + founder

Tech stack

Component	Vendor	Use	Data residency	SOC2
LLM (large language model)	Anthropic Claude (Sonnet · Opus)	All agents	US · zero-retention	✓ Type II
Embeddings (search · grounding)	Voyage / OpenAI	FAQ KB · governing docs · Wiki search	US	✓ Type II
Diarization (audio)	Whisper (self-hosted)	Meeting recap	Cloudflare US-only	n/a · self-hosted
Vector DB	Cloudflare Vectorize	Doc retrieval	US	✓ Type II
OCR engine	Tesseract + LLM verification	Invoice OCR	Self-hosted	n/a
Anomaly detection	Custom (statistical + LLM hybrid)	Financial DQ + utilities	Self-hosted	n/a

Governance principles

Always-cite

Every factual claim grounded in a document. If the agent can't ground, it says "I don't know" rather than inventing. 94% citation-backed across all agents.

No silent auto-actions

4 agents allow auto-actions, but only narrowly: facts (owner bot), low-risk classification (triage), ledger reads (anomaly flag), and confidence-threshold OCR routing. Never silent payments · never silent legal commitments.

Human in the loop · always for sensitive

Records requests, FHA accommodations, NOLA cycle, all litigation-watch matters always have a human in the decision loop. Agents draft; humans decide.

Audit-log everything

Every agent action logs to hash-chain audit log: prompt, response, sources cited, human-reviewer identity, timestamp. Forensically defensible.

Data minimization

Agents see only data they need for their task. Owner bot doesn't see HR data. Performance signal agent doesn't see owner ledgers. Per-agent permission scope.

Off-switch

Each agent has independent kill-switch. If we lose confidence in any one, we disable it without affecting others. We've never had to · but the capability matters.

Why we document this

AI in property management is going to be audited eventually · by boards, by regulators, by attorneys in slip-and-fall cases. The defensible posture is "we documented every agent, what it does, what it doesn't do, where the human is." This page is that.

Tied to

Compliance Posture · BCP · Audit Log · AI Triage · Owner Bot · Meeting Recap · Invoice OCR · Sentiment · DQ Monitor · Records Workflow.