Property management companies have witnessed two notable shifts over the past few years:
- People care, not property care, has become a top priority
- Money is at the center of every discussion
These two changes have forced companies to assess what they can do to maintain a high level of service without stretching themselves too thin.
Since managers are already working long hours and don’t have the bandwidth to do more, executives must find ways to improve efficiencies.
Technology has presented some promising solutions. While companies and individuals are still figuring out what works and what needs to be improved, tech advancements are creating better experiences for residents, as well as more manageable workloads for property managers.
Table of contents
- AI
- SaaS
- Sustainability and green technology
- Mobile apps
- Smart home integrations
- Virtual and augmented reality
The future of property management tech is much more than online payments and 24/7 communication for residents (though these things matter too). Soon, it will be common for prospects to sign up for self-tours of homes or units, and managers to detect leaks before they start.
With innovations like predictive maintenance, all-in-one management software, and virtual reality tours, technology is guaranteed to make a positive difference for property management companies and their clients.
AI
AI is everywhere, and like it or not, it’s here to stay.
Artificial intelligence can save people thousands of hours of work each year, which is a key reason why so many individuals and industries are excited about it. There are different types of AI, meaning it can be used in multiple scenarios.
Analytical and predictive AI
Analytical AI uses existing data to make recommendations, improve efficiencies and reduce costs.
Property management companies are using this type of AI for maintenance and finance management.
Algorithms are employed to interpret something like energy consumption or payment patterns in a community association. The algorithm can detect trends and patterns that would take a person weeks to find. After the data has been assed, the AI program will make suggestions to optimize usage or reduce delinquent payments.
Predictive AI enhances tenant satisfaction by minimizing unpleasant disruptions. By using AI-driven insights, property managers can schedule preventive maintenance activities at convenient times, or change payment processes to make them more convenient for residents.
Chatbots
Chatbots use natural language processing to create conversational dialogue. They can respond to questions or requests, and produce content. Machine learning algorithms enable the bots to analyze large amounts of text data in seconds.
Chatbots have been around for a while (think of the helpful little dialogue box that pops up when you visit a website), but they have become far more sophisticated in 2025.
Now, communities are using free programs like ChatGPT to write or amend governing documents, polish meeting minutes and even get legal advice.
ChatGPT should not be providing communities with advice, especially legal advice (AI will “hallucinate” and make up answers when it doesn’t have adequate information), however, there are productive and responsible ways for managers to leverage chatbot capabilities.
Chatbots can be installed on a community’s website to answer basic questions from prospective buyers or residents.
Having a digital assistant like STAN AI on a website or portal can help reduce the number of questions brought to management. In fact, the Community Associations Institute (CAI) presented information about AI and the impact it is already having on community associations.
One management company, struggling to keep up with the high volume of repetitive inquiries, integrated an AI-powered chatbot with its tenant portal and website. 6 months post-implementation, staff were answering 70% fewer basic inquiries. The average first-response time for common questions was reduced to under 2 minutes. And, resident satisfaction scores related to communication increased by 15%. Finally, management staff had more time to address and resolve complex issues as well as conduct proactive outreach.
Though this is only one example, it is a powerful one.
Condo Control’s AI tools are built into the all-in-one platform. Management can turn bullet points into professionally written letters or announcements, use smart ticket routing for faster maintenance and violation resolution, and leave common resident inquiries to our chatbot.
Screening agents
Digital leasing agents or assistants serve as a first point of contact for prospective tenants, answering questions via website chatbots, or, in some cases, through phone calls. Some systems will even schedule viewing dates.
AI screening software can vet tenants as well as contractors based on criteria that management controls. While it isn’t perfect, vetting software can help management find the best candidates in less time.
SaaS
Software as a Service is cloud-based software that can be accessed through any computer or smartphone. You don’t need to install it or manage updates.
While you might not be familiar with the term “SaaS,” you’re almost certainly using it. Condo Control is one excellent example.
Cloud-based property management, leasing, and customer relationship management software are becoming essential to property management companies. That’s because it enables them to scale their businesses without sacrificing quality of service. Software platforms provide managers with easier and more efficient ways to complete tasks. Plus, good software ends up paying for itself.
Managers see up to a 50% workload reduction, and 40% – 60% lower operating costs when they start using property management software.
Sustainability and green technology
Longevity and sustainability are becoming increasingly important for community associations, especially when legislation favors environmental initiatives.
Sensors, smart devices, and IoT can be applied to energy and lighting systems to help management reduce or optimize energy consumption.
This type of AI monitors everything from temperature to pressure in real time, and can sense problems early, allowing for immediate care and lower repair costs.
IoT technology improves energy efficiency as well, making suggestions to maximize cost savings without impacting the resident experience.
Returning to the CAI’s presentation about AI and its impact on community associations, another management company was tired of dealing with emergency HVAC repairs.
It installed smart sensors on HVAC units, which fed data into an AI predictive maintenance platform. After one year of analyzing data, the platform was able to reduce emergency HVAC repair calls by 30%. It detected 85% of major potential failures before they occurred. Most importantly, overall HVAC maintenance costs went down by 12%, and residents had less to complain about.
Mobile apps
Apps are both affordable and user-friendly, making them the perfect solution for management companies looking to elevate customer service without spending a lot more.
Most property management software platforms come with a mobile app, but it is possible to purchase resident portal apps on their own if your company does not have its own property management software subscription.
Residents can receive communications, submit maintenance requests, book amenities, and pay rent or monthly fees safely and conveniently.
The simplicity of a mobile app encourages quick actions and high user rates.
Smart home integrations
Smart home tech may be more challenging to install in pre-existing communities, but it’s not impossible. Wireless locks, motion sensors, thermometers, blinds, switches and other devices are more affordable than ever, and many of the devices needed to automate a home are wireless.
This technology is arguably less impactful when it comes to reducing workloads or costs for managers, but it will delight residents and can help increase retention rates.
Smart home technology allows residents to control and monitor various aspects of their homes through intelligent systems that adapt to user preferences as they generate more data.
In some cases, depending on the setup and how the technology is connected, property managers can remotely monitor some systems and watch for abnormalities. If they notice a sudden spike in temperature, for example, they can come to the property to investigate and even call the fire department in case a fire has started while a resident isn’t home.
Virtual and augmented reality
Virtual and augmented reality (VR and AR) are game changers if your company is responsible for attracting buyers or tenants. Interested buyers can explore properties in greater detail, from the comfort of their homes.
While serious buyers will likely still ask to see the home or unit in person, VR and AR can “weed out” buyers who are not serious or aren’t a good fit.
This frees up time for managers and allows them to give more attention to the people who do want to move in.
Conclusion
New technology is exciting, and it has the potential to optimize services and operations for property management companies that are short on time and resources. But, it is far from perfect. Staff should be cautious not to blindly trust it to do everything correctly. Human errors and biases will seep into algorithms and platforms since humans are still responsible for building them.
Property management companies have a responsibility to protect resident data and privacy; tasks can be delegated, but accountability cannot. They must know how and where the tech programs they are using store personal data, as well as handle sensitive information with care.
