Scout is winding down and handing off its work to HOAi. As one of our most active Scout users, we want to provide you with an update on what’s next and answer any questions you might have.
Timeline
When is Scout retiring?
Scout’s last day on the job will be Friday, October 2nd, but you can begin using your new HOAi account as soon as you're given access.
Is this happening to everyone, or just some clients?
Scout is retiring for everyone as of Friday, October 2nd.
Can I keep Scout instead of switching?
You may continue to use Scout until its last day but we recommend you and your team make time to familiarize yourselves with HOAi, your new AI companion.
What Is Changing
What is replacing Scout?
Scout is being replaced by HOAi, Vantaca's most powerful AI assistant. HOAi offers the same conversational chat experience you’re familiar with today.
Does HOAi chat do everything Scout did?
Yes – and then some. For the types of questions Scout helps answer today, HOAi outperforms Scout. With access to the latest models and Vantaca APIs, HOAi goes further than Scout could. HOAi can look up live data like open action items, vendors, and invoices — much more than simple information searches.
Is there anything Scout could do that HOAi chat cannot?
Scout is able to answer general questions about using Vantaca itself, surfacing how-to's and help from Vantaca’s support library. While HOAi cannot do this, we recommend the Vantaca Service Agent, our dedicated support chat agent that can help you master Vantaca.
Where do I access HOAi chat? Is it the same as the Scout button inside my Vantaca account?
Unlike Scout, HOAi lives in its own space, a separate tab in your browser from the primary Vantaca interface. In the coming days, your Vantaca CSM will provide you with login credentials to access HOAi.
At this time, there is no button inside Vantaca that takes you directly to HOAi. With distinct tabs, though, you get much more screen space to focus on your chat and if you really want to put information side-by-side, most modern browsers allow for split tab views.
Document Access and Data
Will my team still be able to ask questions about our association documents?
Yes. Same documents, same way your team's used to — HOAi chat pulls from the association documents you already manage in Vantaca, just like Scout did.
With Scout, we could control which folders or documents the assistant could see. Can we do the same with HOAi chat?
HOAi does not offer the same folder-by-folder access controls. Instead, access to folders are dictated by permissions set in Vantaca. Individual users will see options only for the associations they have access to in Vantaca.
Sensitive document categories, including financial statements, bank statements, monthly and owner statements, invoices, and warranties, are excluded from HOAi chat by default, regardless of individual configuration.
Users and Setup
How do we get access to HOAi?
In the coming days, we’ll build your HOAi experience, load your association documents, and set up your initial set of users.
Once everything is setup and verified, your CSM will provide your login details and a guide to help you get started.
Who on my team gets access to HOAi?
By default, all Vantaca superusers will receive HOAi logins. If the team member in question is NOT a superuser, just let your CSM know! We'll get them added before Scout goes away, so no one loses access — we just need their name and email address.
Cost
Does HOAi cost anything?
As an active Scout user, your HOAi account includes chat at no additional cost. If you’d like to explore what else HOAi can do, such as answering the phone after hours, completing action item steps automatically, or sending out timely text message broadcasts to entire communities — connect with your Account Manager to learn more.
What if we don’t want HOAi?
As an active Scout user, your HOAi chat functionality is complementary but if you’d rather not get setup, that's fine too! Let your CSM know that you’d like to opt out and we will not get your HOAi account setup. Scout is still being retired Friday, October 2nd and opting out of HOAi does not mean retaining Scout access.
Training and Support
Do we need training to use HOAi chat?
We don’t believe that you’ll need any dedicated training — HOAi uses a familiar, simple chat space, so most folks should get comfortable quickly. We’ll be providing a quick-start guide to help everyone on your team get oriented, and if you’d rather go through a live walk-through, your CSM can set up some time with you.
Who do I contact with questions during this transition?
Your Vantaca CSM is your main point of contact through the transition, including timing, setup, access, and training.
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