Frequently Asked Questions
Everything you need to know about CondoSteward, how it works, and what it does.
What Is CondoSteward
CondoSteward is a records and workflow platform built for Community Association Management (CAM) firms that manage condominium associations. It gives CAM teams one organized place for important building documents, makes it easy to see what is on file and what is missing across an entire portfolio, and provides a repeatable workflow for assembling and exporting organized document packets. Board members can be given read-only access to view their association’s record status. CondoSteward is designed to work alongside your existing accounting, communications, and property management tools — not replace them.
Most CAM firms manage building records across a combination of email inboxes, shared drives, prior manager files, vendor portals, and board folders. When a board, lender, engineer, insurer, or building department asks for a set of documents, the team typically rebuilds the same file set from scratch — every time. CondoSteward eliminates that rebuild work by keeping records organized, tagged, and ready in one place so the same packet can be assembled in minutes rather than hours, and reused the next time the same request comes in.
No. CondoSteward fills the records-and-workflow gap that most property management, accounting, and resident communication tools leave unaddressed. Accounting software tracks money. Resident portals handle owner communications. CondoSteward focuses on organizing the building’s document history so your team can find, review, and reuse important records efficiently. It is designed to work alongside your existing tools, not replace them.
CondoSteward uses AI throughout your workflow — suggesting how to classify and tag documents when they are uploaded, recommending which documents belong in each packet, detecting gaps before a packet is exported, generating a plain-language summary for professional reviewers, and alerting your team each week to records that may need attention across your entire portfolio. These are practical tools that save your team significant time and reduce the risk of assembling an incomplete packet. Whether a specific set of documents satisfies a legal, engineering, or regulatory requirement is a determination that belongs with a qualified attorney, engineer, or accountant — not with our software. That boundary reflects our current design principles and our commitment to keeping licensed professionals in the decision-making role.
A shared drive stores files — but it does not provide a consistent document structure, status tracking, packet export workflow, or a clear audit trail. Over time, shared drives become disorganized, naming conventions drift, and finding the right version of the right document takes longer and longer. CondoSteward adds organization, status visibility, repeatable packet workflows, and immutable activity logging around your documents — so the same records can be found, reviewed, and reused efficiently, regardless of who is on the team.
Property management software is designed around resident operations — assessments, work orders, communications, and financial reporting. Document storage, where it exists, is usually secondary to those functions and not built around the building-record workflow CAM firms need. CondoSteward is purpose-built for the records layer: organized by building, tagged by document type and requirement, with packet assembly, export history, and audit trail built in. It is also portable — your records stay organized even when management software changes.
Getting Started
Getting started begins with a 30-minute demo call where we walk through your current workflow and show how CondoSteward maps to it. If it is a good fit, we set up your firm account, create your association and building structure, and begin the Concierge Onboarding process — which handles the initial heavy lifting so your team does not start from a blank slate. Most firms reach their first usable packet or packet index within the first onboarding session. From there, your team takes over day-to-day uploads, tagging, and packet assembly with support available as needed.
CondoSteward’s Concierge Onboarding Service is designed to reduce the time your team spends getting organized. For a Basic Launch Setup, the typical time investment from your team is one to two sessions to review the initial setup, confirm document categories, and approve the first packet template. Larger migrations — with multiple source files, prior-manager handoffs, or fragmented legacy records — take longer, but the onboarding service does the heavy lifting. We will give you a realistic estimate based on the condition of your current records before you commit.
This is one of the core problems CondoSteward is built to solve. When a manager or board member leaves, your records stay organized and accessible to the remaining team. The departing user’s account is deactivated immediately, but everything they uploaded, tagged, and organized remains in place. New team members get access through an invitation without any disruption to the existing record set. Your building history stays with your association — not with any individual.
The clearest sign is how quickly your team can respond to a records request. If a board member, lender, or insurer asks for a document packet and your team can assemble and export it in minutes using records already on file — rather than spending hours hunting and rebuilding — CondoSteward is working. Other indicators: your team can answer at a glance which buildings have required records on file and which are missing something, and repeat packet requests get faster each time because prior work is preserved and reused.
CondoSteward is priced per association under management, with portfolio rates available for firms managing multiple associations. Onboarding is priced separately in defined tiers based on the current state of your records — Basic Launch Setup for straightforward digital handoffs, Guided Migration for broader cleanup, and scoped quotes for larger portfolio migrations. Introductory pricing is available for founding cohort firms. The best way to understand what pricing looks like for your portfolio is to schedule a 30-minute call — we will walk through your situation and give you a clear picture.
Yes. CondoSteward is designed to start small and expand. Many firms begin with a pilot set of 5 to 20 associations — enough to test the workflow, confirm the packet templates work for their document types, and see the time savings before committing to a full portfolio rollout. Starting small also lets your team learn the platform without the pressure of a full migration. We will help you choose the right starting set based on which associations have the most recurring records requests or the most disorganized legacy files.
Data Security
No. CondoSteward uses strict multi-tenant data isolation — your firm’s associations, buildings, documents, and users are completely separated from all other firms in the system. A user at one firm cannot view, search, or access any data belonging to another firm. This separation is enforced at both the database and application level, not just through the interface.
All data is encrypted in two ways. In transit means data is encrypted using HTTPS/TLS whenever it travels between your browser and our servers, so it cannot be intercepted. At rest means data stored in our database and file storage is encrypted on disk. This applies to both your documents and all associated records.
CondoSteward uses Clerk, a purpose-built authentication platform, to manage all user accounts and login security. Passwords are never stored directly in our database — Clerk handles secure credential storage, login session management, and email verification using industry-standard practices. All new user accounts go through an approval process before gaining access to your firm’s data.
Yes. CondoSteward uses a role-based access system with four defined roles: CAM Admin, CAM Staff, Board Read-Only, and Super Admin. Each role has specific permissions. CAM Admins can manage the team, export packets, and configure settings. CAM Staff can upload and tag documents and create tasks. Board members can view documents and the audit trail for their association only — they cannot upload, export, or edit anything. Role assignments are managed by your CAM Admin and can be changed at any time.
Yes. CondoSteward maintains an immutable audit trail that records every significant action in the system: who uploaded a document, who tagged it, who changed its status, who exported a packet, and when each action occurred. This log cannot be edited or deleted by users. It is visible to CAM Admins and board members within their permitted scope, and it provides a clear chain of custody for every document in your vault.
Your data remains accessible through the end of your subscription period. CondoSteward is designed so you can export your documents and associated metadata in standard formats. Your records belong to your firm and your associations — not to us. Specific data export terms are confirmed in your subscription agreement.
Have more questions about data protection? See our full Data Security FAQ →
Still have questions?
See CondoSteward in action — schedule a demo with our team.