HOA Architectural Request Organizer

What it does

Each architectural request checked against your guidelines' required items, the applicable rules quoted, logged in Notion with a review-by date — the committee decides.

• Starts from each request your ARC / ACC form posts to its webhook.
• Reads your architectural guidelines page in Notion and checks the request against the items required for its project type.
• Quotes the rules that may apply word for word, with their section numbers, for the committee.
• Adds the request to your Notion requests database with its received date and the review-by date — both worked out in code from the review period you set (30 days by default), never by the AI.
• Posts a summary with missing items and links to your committee's Slack channel.
• Emails the homeowner an acknowledgement listing anything missing; by default a committee member approves it first.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Notion and Slack, connected in Settings → Integrations, a Notion guidelines page and a requests database with the listed properties.
• A request form that can post JSON to a webhook, and your review period as your governing documents set it (entered in “Work out the review-by date”).

What it doesn't do

• It drafts and organises for a person to approve; it makes no legal, permit, eligibility or approval decision. It never approves or denies a request — the committee decides every one.
• Deadlines come from the review period you set from your governing documents; it isn't legal advice.
• It doesn't open plan PDFs or photos (the links are kept on the record), and it reads the guidelines page's top-level text only (up to 50,000 characters).
• It doesn't send violation or fine letters.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Notion and Slack.
• A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
• About 20 minutes.

• Bring your own AI key
• Notion (live)
• Slack (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Notion

Connect Notion and share your guidelines page and requests database with the Fluxo Flow integration (Settings → Integrations → Notion).

• Connecting Notion

3. Connect Slack

Connect the Slack workspace your committee uses (Settings → Integrations → Slack).

• Connecting Slack

4. Pick your guidelines page

Open “Read your architectural guidelines” and pick your account and paste the page link.

5. Paste your review rules

Open “Check the request for completeness” and replace the placeholder with when your review clock starts, your contacts and sign-off. The review period (30 days) is set in “Work out the review-by date”.

6. Pick the requests database

Open “Add it to your requests database” and pick your account and database.

7. Pick the committee channel and inbox

Open “Tell the committee” and pick your account and channel, then “Acknowledge the homeowner” and enter the Reply-to address.

8. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

9. Switch the trigger on

Open the trigger, switch the webhook on and copy its URL and secret into your request form.

How it works

The agent is a normal workflow with 11 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Architectural request form — Starts when your form or app sends data to the agent's webhook URL. Starts when your ARC / ACC request form posts a request: homeowner, lot and address, project type, materials, colours, contractor, dates and plan or photo links.
• Read your architectural guidelines — Notion: Read a page's text. Reads the text of your architectural guidelines page in Notion (required items per project type and the rules themselves).
• Work out the review-by date — Step. In code, not AI: today's date (the received date) and the review-by date 30 days from today, as your governing documents set the review period. Change the 30 here (add.days; set businessDays for business days) and set timezone to your association's zone (UTC otherwise).
• Check the request for completeness — AI step (runs on your AI provider key). AI checks the request against the items your guidelines require for this project type, quotes the rules that apply and lists anything missing. The received and review-by dates come from the date step. It never approves or denies.
• Add it to your requests database — Notion: Create a page in a database. Adds the request to your Notion architectural-requests database: status (complete or missing items), lot, project type, homeowner, received date and review-by date, with the summary, missing items and quoted rules on the page.
• Tell the committee — Slack: Post a message. Posts the request summary, missing items, review-by date and rule references to your committee's Slack channel.
• Committee told — Kept in the run history. The run history keeps the request record.
• Review the acknowledgement first? — Decision: picks the branch to follow. By default every acknowledgement waits for a committee member's approval; switch review off and only disputes, complaints and unusual requests wait.
• Approve the acknowledgement — A person approves or rejects it in Reviews (the run waits). Branch: Review first. A committee member checks the missing items and review-by date in Reviews, edits the acknowledgement and approves; nothing is sent before that.
• Acknowledge the homeowner — Sends an email from your workspace's sender. Branch: Send without review / Approved. Emails the acknowledgement (what was received, any missing items, the review date) to the homeowner, with replies going to your committee inbox.
• Homeowner acknowledged — Kept in the run history. The run history keeps the acknowledgement.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.

Sample data fields

homeowner_name, email, phone, lot, address, project_type, description, materials, colors, contractor, start_date, end_date, plan_links, photo_links, submitted_at.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.

Go live

• Open the trigger, switch the webhook on and copy its URL and secret into your request form.
• The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Webhook triggers
• Switching a trigger on (Activation)

Questions

What should the form send?

A JSON POST with homeowner_name, email, phone, lot, address, project_type, description, materials, colors, contractor, start_date, end_date, plan_links and photo_links (links to uploaded files). Your form or site posts it with the webhook's signature header.

Does it approve or deny requests?

Never. It checks completeness against your published required items, quotes the rules that may apply and organises the request. The committee decides every one, and the acknowledgement never hints at the outcome.

What goes in Notion?

An ordinary page with your architectural guidelines (required items per project type and the rules; top-level text is read, up to 50,000 characters — text inside toggles isn't) and a requests database with the properties Name (title), Status (select), Lot (text), Project type (text), Homeowner (text), Email (email), Received (date), Review by (text). Share both with the Fluxo Flow integration (••• → Connections).

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
• Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help