Automated HOA Violation Notice Drafting
Every morning, WebRun opens Vantaca, checks for newly logged violations, drafts a formal CC&R notice for each citing the correct rule section, logs the open-violation list to Google Sheets, and saves each notice as a Gmail draft for the manager to review before anything goes to the homeowner.
How do I automatically draft HOA CC&R violation notices for board approval?
WebRun opens Vantaca each morning, finds newly logged CC&R violations with no notice issued, and drafts a formal notice for each citing the correct rule section and cure period. Notices are saved as Gmail drafts and logged to Google Sheets. The manager approves every draft before it reaches a homeowner.
- Every new violation gets a draft notice the same morning it is logged
- Notices cite the exact CC&R section automatically, reducing errors
- Managers review ready-to-send drafts instead of composing letters from scratch
Built for HOA management companies · community association managers · compliance officers · HOA boards
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.vantaca.comin a real browser with your saved login - no setup, no API keys. -
1
Vantaca - pull new violation entries
vantaca.com
WebRun opens Vantaca to pull new violation entries. - Open Vantaca and navigate to the Violations module
- Filter for new violations logged since the last run that have not yet had a formal notice issued
- Capture the unit address, owner name, violation type, description, date observed, and the relevant CC&R section for each entry
Done when Every new, un-noticed violation has its full details collected.
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2
Google Sheets - log open violations
google.com
WebRun opens Google Sheets to log open violations. - Open the violations tracker sheet
- Append a row for each new violation with unit, owner, violation type, date observed, CC&R section, and notice status
- Update the status of previously logged violations where a notice has been issued
Done when The violations tracker reflects today's open and recently noticed items.
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3
Gmail - save draft notices for review
gmail.com
WebRun opens Gmail to save draft notices for review. - Draft a formal violation notice for each new entry, citing the specific CC&R section number and describing the observed violation
- Include the required cure period and instructions for the homeowner to respond
- Save every notice as a Gmail draft addressed to the owner on file. Nothing is sent until the manager approves
Done when All violation notices are saved as Gmail drafts, ready for manager review and sending.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send violation notices without manager approval?
No. Every notice is saved as a Gmail draft and held until the manager reviews and clicks Send. A violation notice is a legal document, so a human must approve every one before it leaves the office.
How does it know which CC&R section to cite?
WebRun reads the violation type recorded in Vantaca and maps it to the correct CC&R section using the rule index you provide at setup. You control the mapping and can update it anytime.
What if a violation was already noticed or resolved?
It checks the notice history in Vantaca each run, so any violation that already has a notice issued or is marked resolved is skipped automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.