How do I set up custom actions for my HOA?

An HOA office fields the same requests daily: late fee queries, amenity bookings, violation reports. Chatref's [ai-agents] resolve these automatically when paired with custom actions. The agent stays grounded in your HOA's rules and policies, then collects the exact details it needs - unit number, violation type, payment amount - and triggers your existing HOA management software in real time. Staff are freed from repetitive data entry, and residents get immediate resolution right from the chat widget.

Every custom action follows a simple flow: define the trigger, collect info, then send it to your tool. Inside the Chatref dashboard, navigate to your agent's custom actions panel. Give the action a clear name like "Report a Violation" and a short description. Next, add input fields: for a violation notice, you might ask for unit number, violation category, and a photo upload URL. Finally, map the action to your API endpoint or webhook - past your HOA software's integration details, and Chatref delivers the payload.

No coding is required, and you can test the action immediately in the playground. Once live, when a resident types "I need to report a noise complaint," the agent prompt them for specifics and instantly pushes a structured ticket to your system.

Two of the most common HOA requests benefit directly from custom actions.

• Fee payments: Create an action called "Pay HOA Dues." Input fields: resident name, unit number, payment amount. Connect it to your payment processor's API (e.g., Stripe, PayPal, or a specialized HOA management platform). The agent collects the info, initiates the transaction, and confirms on the spot.
• Violation notices: Set up an action to generate a formal notice. Collect violation type, unit, and any notes. Integrate with your document template system, and the agent emails the notice to the resident automatically. This slashes manual mailing and ensures timely enforcement.

Both actions run through your Chatref agent, and every chat is logged for oversight. You only pay when the agent replies - there are no monthly fees, and your $50 free credit lets you set these up and test with zero risk.

How to automate fee payments with custom actions?
Within the chat agent, define an action named "Pay HOA Dues" and include fields for resident ID, payment amount, and due date. Link this action to your payment processor's API or a webhook that creates a transaction. When a resident asks to pay, the agent will request the details and process it through your connected system, then confirm the result in the chat.

What tasks can I automate for my HOA?
You can automate any resident request that follows a standard pattern: fee collection, violation reporting, amenity reservations, maintenance requests, and document submissions. Each is built as a custom action that collects the necessary information and triggers your existing HOA management tools.

How to set up violation notices automatically?
From the custom actions panel, create a "Report Violation" action with fields for unit number, violation type, and optional photo link. Connect it to your violation-tracking system via webhook. The agent will ask the relevant questions and instantly log the violation, plus send a templated notice if your integration supports it - no manual typing.