Condo management: the system we built, and the agent we'd add today.
By Scott Li ·
Notes from running our Condo Management System in production: defect reports, voting, booking conflicts, and the one agent we'd add to the workflow today.
Our Condo Sales and Management System covers facility bookings, defect reports, voting, communications, and resident management on a single platform. The product page lives under /services/ — this is the studio note: durable lessons, plus the one agent we’d add to it today.
What we’d say in a blog post about it
Three things have aged well.
1. Defect reports want photo and short-form video, not long text
The platform’s most-used module by a wide margin is defect reports. The single highest-leverage decision was making the photo and short video uploads first-class — bigger than the description field, more prominent in the workflow. Residents who’d describe an issue in a sentence will still post a 15-second video.
2. Voting is harder than it looks
Anonymous voting in a small condo electorate (typically 30–500 households) is a different problem from voting at scale. We learned, the hard way, that:
- The “anonymous” guarantee has to be visibly architected, not just promised.
- Reminder notifications are the difference between 30% and 70% participation.
- A clear audit trail at the aggregate level (without identifying individual voters) is what management committees actually want.
“Supports both anonymous and non-anonymous voting” is true and not the point.
3. The booking conflict-detection runs every five minutes, and it should
Race conditions on facility bookings (two residents trying to book the BBQ pit at the same time) were the source of three early support tickets. We added an aggressive five-minute reconciliation pass over the booking ledger that catches and resolves these. It runs cheaply and has earned its keep.
The one agent we’d add today
A defect-triage agent:
- Reads the photo and the short description.
- Classifies severity (cosmetic / functional / safety / urgent-safety).
- Drafts a maintenance work-order with the appropriate vendor template.
- Routes it to the right contractor automatically for cosmetic and routine functional cases; escalates safety and urgent-safety to a human management-committee member.
We’d not let the agent close a ticket. It can open and route. A human still confirms resolution.
The product itself is still in production at multiple Singapore developments, still earning its keep on rainy nights when the parking-gate breaks.
— Scott Li, wGrow