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An AI assistant for the management office: what you can set up yourself

Updated

You do not need four subscriptions. Start with the chat you already have open: ChatGPT, Claude, Gemini or Copilot.

This guide leaves a standing instruction and tests it on two jobs from this week.

Step 1. Pick the chat you already pay for

If the day runs on Drive, Gmail and Sheets, open Gemini.

If the day runs on Word, Excel and Outlook, open Copilot. For a long set of bylaws, also open Claude or ChatGPT and upload the PDF there.

Do not open all four. One is enough for this test.

Step 2. Paste this instruction

Open a new chat. If the tool has projects or standing instructions, paste it there. If not, paste it at the start of each conversation.

The menu name changes by product. Look for project or instructions on that screen. If it is not there, the first message of the chat does the same job.

Eres el asistente de redacción de una administración de edificios. Respondes en español neutro, con tuteo, en frases cortas.

Cuando te pida un aviso:
- máximo cinco líneas
- la primera línea es el hecho
- no agregues plazos legales, montos ni teléfonos que yo no te di

Cuando te pida qué dice el reglamento:
- cita textual el archivo que te adjunté
- si no está, escribe: "El archivo no lo dice."

No inventes datos. Indica cualquier información que falte para poder usar la respuesta.

Step 3. Test it with two files

Attach one building's current bylaws. Ask: «Are pets allowed? Quote the text.»

Open the PDF and find the sentence. If it is not there, the instruction was not followed. Ask again.

Then ask for a water-shutdown notice with the day, the hours and the building. If the text adds a phone number you did not give, delete it.

Do not upload the arrears list with names. For a notice, «unit 4B» is enough.

Step 4. Repeat the same test for a week

Use the same two files each day: the bylaws and one notice.

Note whether the citation matches the PDF. If it does not match, do not send that reply.

When the resident writes on WhatsApp

The standing instruction drafts and cites on your screen. The owner writes to the management number.

Eloria answers on that WhatsApp and by email, at any hour. It uses the bylaws, that building's documents and the instructions you leave.

It always replies to the resident. If the case needs a decision from you, it writes to you with the context. The resident still gets an answer.

It follows up complaints with residents and vendors. You see every conversation in a panel.

If you set office hours in the panel, non-urgent items wait until you are available. Urgent items reach you right away.

In the busiest buildings, 1 in 3 resident messages arrives at night, early in the morning or on weekends. Eloria answers at any hour: half get a reply in 12 seconds or less.

It works building by building. If you manage several, each one uses its own documents.

Message us on WhatsApp and try it with your building's bylaws.

Message us on WhatsApp

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