What to Expect When Implementing AI for CAMs: Tips from a CINC Training Specialist

AI is no longer some far-off idea in community management. It’s here, and it’s changing the way CAM teams work for the better.

Still, flipping the switch on AI can feel overwhelming. It means shifting how your team works, learning new processes, and yes, trusting a new technology to get the job done correctly.

The good news? With the right approach (and the right partner), AI implementation doesn’t have to be overwhelming. It should be empowering.

CINC’s AI solutions—Cephai and Cephai+—are built specifically for CAM professionals, helping teams tackle everything from answering homeowner questions to automating complex workflows like invoice coding and board packet creation.

What should you expect during rollout? How can teams set themselves up for success and ensure their investment pays off? Madison Jacobs, Software Training Specialist at CINC, offered her best tips, including her #1 piece of advice:

“The more you use it, the better it’s going to get over time because it’s remembering what you’ve done in the past. Be patient, and know that it’s going to learn over time.”

But before Cephai can start learning, it needs the right foundation.

Laying the Groundwork Before You Launch

Define your goals.

Adopting AI for CAM requires a mindset shift. You’re not just adding another tool to your tech stack; you’re redefining how your team works. That’s why it’s important to start with a clear goal. What’s the first bottleneck you’d like AI to help solve?

For many CAM teams this season, budget building is top of mind—and a great entry point. The Cephai+ budget module can help streamline and simplify that process.

Prep your documents.

Cephai gets smarter with every interaction, and access to the right information is key. The more context it has, the more helpful and accurate it will be when supporting managers or homeowners. 

“AI is going to rely a lot on what you have set up in your systems,” says Madison. “Be prepared to make sure documents are uploaded correctly.”

Here’s what to prioritize.

• Upload your key documents. Think: governing documents, collection policies, escalation protocols—anything your team or homeowners routinely ask about. Cephai can read and understand a wide range of file types.
• Beef up your FAQs. FAQs are one of the most valuable inputs you can give Cephai. Be specific. For example, instead of “What are the pet rules?”, try: “What kind of pets are allowed, and are there size or breed restrictions?”
• Structure your data properly. CINC's step-by-step enablement guides walk you through organizing, tagging, and preparing your data and documents for launch.

Set permissions with intention.

Cephai operates within two distinct environments—one for homeowners and one for managers. That means you’re always in control of who sees what and what Cephai can access in each space.

• Internal-use documents (like fee schedules, escalation protocols, or staff-only notes) should be stored in folders that are only visible to managers.
• Homeowner-facing content, including FAQs and general association information, should be filed where Cephai's homeowner-facing interface can reference them.

Making the Most of Your Go-Live

When it’s time to launch, a smooth rollout starts with not just showing up for training, but fully engaging.

CINC training sessions aren't your typical "click-through-these-slides" webinars. You'll get live, interactive sessions led by experts like Madison, ready to answer questions about your setup, workflows, and goals.

Tips to set your team up for success:

• Carve out time for prep. Before your go-live date, take time internally to map out who needs access to what. Defining users and permissions early helps the CINC team configure Cephai properly—and securely—to fit your organization’s needs.
• Keep your internal teams in the loop. Be clear about go-live timing, what training sessions are scheduled, who should attend, and what changes are coming. A little over-communication here goes a long way toward smoother adoption.
• Lean on your CINC Customer Success Manager. You’re not flying solo! Your CSM is here to guide you through the entire process, from strategy and setup to launch and beyond.

Avoid the "set it and forget it" trap.

AI works best when you engage with it. Review early interactions, provide feedback, and use those insights to continue improving your configurations.

Building Confidence (and Value) After Go-Live

Remember that Cephai keeps learning.

One of the biggest fears about AI is, "What if it gets it wrong?" Fair. But here's the thing: Cephai and Cephai+ get better the more you use them.

Every interaction allows the system to learn your organization's tone, preferences, and policies. Over time, answers get sharper, suggestions get smarter, and workflows become more tailored to your team's needs. Encourage your managers to interact with Cephai regularly and flag any unsatisfactory responses. Those moments aren't mistakes; they're part of the learning curve.

Encourage your managers to interact with Cephai regularly—and to flag any responses that feel off. Those moments aren’t mistakes; they’re part of the learning curve.

And when it comes to more advanced automation in Cephai+, rest assured: there are built-in checkpoints. Workflows like invoice coding, board packet generation, and (soon) violation enforcement are all designed with human approvals in mind. You stay in control, every step of the way.

“It’s going to code it for you, but you still actually have to hit save,” Madison explains. “It’s doing the manual work where you don’t have to sit and type in the association name or the vendor. You can just review it and hit save.”

Security is built in, but smart habits help.

Cephai was designed from the ground up with enterprise-grade security baked in:

• SOC II Type 2 compliance
• Veracode Verified application security
• Role-based access controls for every action taken

Still, your internal processes matter. A few simple habits can go a long way in keeping sensitive homeowner data safe:

• Always log out when you’re done.
• Review user access regularly, especially as roles or responsibilities shift.
• Keep permissions tight, only granting access to what each role actually needs.

Stay ahead of the curve.

Our product team actively listens to customer feedback, using it to shape new features, enhance workflows, and build a more intuitive experience. CINC's CAM AI solutions will only get better from here!

Watch for product announcements, and don't be afraid to test new features as they roll out. Early feedback helps us fine-tune and lets you stay on the cutting edge.

The move to AI doesn’t have to feel risky or confusing

The move to AI doesn’t have to feel risky or overwhelming.

At CINC, we pair cutting-edge AI with hands-on human support, guiding you through every implementation phase, onboarding, and training. Whether you're just starting with Cephai or diving into powerful automation with Cephai+, we're with you every step of the way, so the only question left is: how will your team use all the time you're saving now that Cephai's handling the tedious tasks?

Let’s find out together.

👉 Request a demo or talk to an expert to see how Cephai and Cephai+ can transform your CAM operations.