Learning Timeline
Key Insights
Advantages of Semantic Search vs. Keyword Search
Semantic Search allows residents to ask questions using everyday language (e.g., 'When does the garbage truck come?') without needing to use exact keywords from the database, making the bot feel more 'human'.
Complaint Management Automation
Ensure every complaint logged into Airtable is assigned an 'Open' status. This helps the HOA Manager filter unresolved issues and ensures no resident complaints are overlooked.
Prompts
Context-Based Answer Generation
Target:
ChatGPT / Claude
You are a community assistant for a housing area. Using the provided context from our database: [Insert Context], answer the following resident's question: [Insert Question]. Provide specific times and rules if mentioned. If the answer is not available, politely ask for their address and evidence to create a formal ticket for the HOA manager.
Step by Step
Building a Smart Community Hotline Workflow
- Set up a 'Knowledge Base' in Airtable by creating a table with columns for 'Rules', 'FAQ', and 'Timetable' for community reference.
- Integrate the Airtable database with a Semantic Search engine (such as OpenAI Embeddings or Pinecone) to allow the AI to understand the context of residents' questions.
- Configure the system to receive questions from residents via messaging apps or chatbots.
- Set the AI to perform a database search to find the most relevant 'Answer Snippet' for the question asked.
- Use a Large Language Model (LLM) to generate friendly responses based on the retrieved snippets (e.g., trash collection times or parking rules).
- Design an automated data collection form to request further details like 'Address' and 'Evidence' (images/documents) if a resident wishes to file a formal complaint.
- Automatically save the complaint information into a 'Tickets' table in Airtable as a structured record.
- Enable 'Automation' to send instant notifications to the HOA Manager once a ticket is successfully created.
