Introduction
TapHero’s latest update introduces a new HOA document management system that gives property management teams one place to organize association documents, control who can access them, and make approved information available to the AI Helpdesk.
The update makes it easier to manage documents like reserve studies, community policies, meeting materials, forms, and other association files.
We recently explained how associations can use a centralized document center to assure HOA documents are easy to find, trust, and use. This File Library update expands on that by giving TapHero users more control over how association documents are organized, searched, shared, and connected to the AI Helpdesk.
Built-in access controls ensure people only receive information they’re authorized to access.
Keep Association Documents Organized
TapHero’s File Library keeps each association’s documents organized in one central place. Create folders, upload multiple files at once, organize documents, and set expiration dates for files that should only be available for a specific period.
Deleted documents stay in the Recycle Bin for 30 days, so anything deleted accidentally can be easily restored.
Control Document Access by Audience
The File Library lets you control who can access each file or folder:
- Board Members
- Owners
- All Residents
- Anyone
Set access for an entire folder so everything inside follows the same rules, or adjust individual files as needed. TapHero can also identify occupants as Board Members, keeping board-only documents limited to the appropriate members.
Search by File Name, Document Content, or Meaning
Quickly find what you need by searching file names, text within documents, or simply describing what you’re looking for with semantic search. TapHero even extracts text from scanned PDFs so that information becomes searchable too.
For example, search for a community’s pet rules and TapHero can find the relevant information without you knowing the policy name or which document contains it.
Give the AI Helpdesk the Information It Needs
The File Library gives TapHero’s AI Helpdesk access to association-specific information and instructions for when to use it. When a resident asks a question or requests a document, the AI can find the relevant information, verify their access, and prepare the appropriate response.
For example, if an owner requests a reserve study, the AI can find the document, confirm access, and draft a response with a secure link. If a renter requests the same owner-restricted document, it can respond appropriately without exposing restricted information.
With access to each association’s approved resources, the AI Helpdesk can handle routine questions and document requests at scale, 24 hours a day, without staff searching for files or verifying access manually. Staff can still review the response, sources, and access match before anything is sent.
This also connects directly to amenity-related requests. When a resident asks about clubhouse rules, pool hours, guest limits, required deposits, or reservation policies, TapHero can reference the approved documents in the File Library and support the same information inside our amenity reservation system.
Attach Documents Directly from the File Library
Add documents from the File Library directly to Helpdesk replies or messages sent through Communicate. TapHero makes it easy to find the right file without leaving your workflow and warns you if a recipient doesn’t have access.
Share Documents with Secure Links
Documents are shared using secure, expiring links that can remain active from one to 90 days. If a file is deleted, any existing links to it stop working immediately.
Learn How TapHero Can Help Your HOA or Condo Association
FAQ
Frequently Asked Questions
What is new in TapHero’s latest platform update?
TapHero’s latest update introduces an updated File Library that helps property management teams organize association documents, control access by audience, search document content, and connect approved files to the AI Helpdesk.
What types of documents can be stored in TapHero’s File Library?
TapHero’s File Library can store association documents such as reserve studies, community policies, meeting materials, forms, rules, procedures, vendor documents, and other files used by management teams, boards, owners, and residents.
Can Managers control who has access to specific documents?
Yes. TapHero lets teams control access by audience, including Board Members, Owners, All Residents, or Anyone. Access can be set at the folder level or adjusted for individual files.
Can TapHero search inside uploaded documents?
Yes. TapHero can search by file name, document content, or meaning. It can also extract text from scanned PDFs so information inside those documents becomes searchable.
How does the File Library improve the AI Helpdesk?
The File Library gives TapHero’s AI Helpdesk access to approved association-specific information. When a resident asks a question or requests a document, the AI can find relevant information, verify access, and prepare an appropriate response.
Can TapHero prevent restricted documents from being shared with the wrong person?
Yes. TapHero checks document access permissions before sharing files or preparing responses. If a recipient does not have access to a document, TapHero can warn staff or respond appropriately without exposing restricted information.
How are documents shared from TapHero?
TapHero shares documents using secure, expiring links that can remain active from one to 90 days. If a file is deleted, any existing links to that file stop working immediately.
How does this update help property management teams?
The update helps teams spend less time searching for documents, manually verifying access, and answering repetitive questions. It keeps approved information organized, searchable, secure, and available inside the workflows where staff already work.
Bringing Document Management and Resident Support Together
The new File Library brings documents, access controls, communication, and AI support together in TapHero. Teams spend less time searching for information, checking permissions, and handling routine document requests, while residents get faster, more accurate answers.
It gives TapHero the association-specific information it needs to provide more useful support, while keeping staff in control of what information is shared and who can access it.