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Hearing Scheduled → Gather Evidence → Build Packet → Draft Outcome → Route

Hearing Coordinator Agent

Prepares hearing packets and outcome drafts based on evidence, so hearings run on consistent documentation instead of ad hoc prep.

The Problem

Hearing prep is ad hoc, so documentation is inconsistent.

Hearing prep is ad hoc. Packets are assembled the night before. Outcome letters are inconsistent.

What Changes

Hearing packets and outcome drafts, prepared from evidence.

Prepares hearing packets - violation history, evidence, prior correspondence - and drafts outcome letters based on the board's decision.

Humans stay in control: The board conducts the hearing and decides. The agent prepares the materials. It removes the ad hoc prep, not the hearing.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERHearing ScheduledA hearing is set
APIGather EvidencePull the violation history and notices
LLMBuild PacketAssemble the hearing materials
LLMDraft Outcome OptionsPrepare outcome templates
DECISIONComplete?
ACTIONRoute To BoardSend the packet ahead of the hearing
The agent doesn't decide hearing outcomes. It prepares the packet and a draft from the evidence. The board hears and decides.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your HearingsScheduled cases
The AgentWorkflow engine + LLM
Your BoardPrepared packets

WHAT YOUR TEAM PROVIDES ONCE

  • Case evidence - violation history, notices, photos
  • Packet format - your hearing packet structure
  • Outcome templates - the possible decisions
  • Board routing - how packets reach members
  • Timelines - how far ahead packets go out
What happens day-to-day: A hearing gets scheduled for an unresolved violation. The agent gathers the full history, notices, and evidence, assembles a consistent packet, and drafts the outcome options, so the board walks in prepared instead of someone scrambling to compile it.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Violation records
Notice history
Evidence store

WORKFLOW ENGINE (N8N)

Trigger
API - Gather evidence
LLM - Build packet
LLM - Draft outcomes
Branch - complete?
Route to board
Log packet

CONNECTS TO

HOA platform (Vantaca / CINC)Read: violation + notice history
Document storeRead: evidence, photos
PDF builderAssemble hearing packet
Notifications (email / Slack)Route packet to board
WITHOUT PMS API

Agent works from provided case records and assembles the packet for manual distribution.

WITH PMS API

Agent gathers case evidence live and assembles a complete hearing packet. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Hearing Scheduled
A scheduled hearing initiates prep.
Output: { hearing_id, violation_id, hearing_date }
APINode 2
HTTP Request - Gather Evidence
Pull the violation history, all notices, and evidence for the case.
Output: { violation_history, notices[], evidence[] }
LLMNode 3
LLM - Build Packet & Draft Outcomes
Assemble the packet and draft the outcome options.
Output: { packet_sections{}, outcome_options[], complete, missing[] }
You prepare an HOA hearing packet.

Using the PACKET FORMAT, assemble the case history, notices, and evidence into sections. Draft the OUTCOME OPTIONS as templates (uphold, dismiss, fine, extended cure). State facts only.
Return packet_sections, outcome_options, complete, missing[].
Respond ONLY with valid JSON.

PACKET FORMAT: {packet_format}
OUTCOME OPTIONS: {outcome_options}
CASE: {case}
OUTPUT
{
  "packet_sections": { "summary": "Unapproved paint, uncured after 2 notices", "timeline": "Notice 1, Notice 2, hearing", "evidence": "photos x3" },
  "outcome_options": ["Uphold violation + fine", "Extended cure period", "Dismiss"],
  "complete": true,
  "missing": []
}
DECISIONNode 4
Condition - Complete?
IF the packet has all required sections and evidence → route. ELSE → flag the gaps.
Output: Branch: COMPLETE (route) or GAPS (flag)
ACTIONNode 5
Route To Board
Send the packet to the board ahead of the hearing per the timeline.
Output: Board prepared with a consistent packet.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Manual trigger
  • Provided records
  • Manual packet
  • Manual outcome notes
  • Manual routing
  • Manual log
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From a scheduled hearing to a prepared packet - step by step.

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    Everything on this page is free to learn.

    When you're ready to build — do it yourself or bring us in.

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    OTHER AGENTS IN LEASING & MARKETING

    Violation Workflow Agent

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    Board Packet Builder Agent

    Compiles recurring reports and summaries into a complete packet

    Minutes and Action-Item Agent

    Drafts minutes, extracts action items with owners and deadlines

    ARC Intake and Completeness Agent

    Checks architectural review submissions before they reach committee

    Frequently asked questions

    Hearing Coordinator Agent is an AI agent that prepares hearing packets and drafts outcome letters.
    Hearing prep is ad hoc, so documentation is inconsistent. The Hearing Coordinator Agent addresses this — it prepares hearing packets and drafts outcome letters.
    No — your team stays in control. The board conducts the hearing and decides. The agent prepares the materials. It removes the ad hoc prep, not the hearing.

    This is 4 of 6 agents in HOA & Community Association Operations. → · Explore all 10 departments →