RRG process standards
Documented operating rules for a digital, owner-controlled property management service.
These standards define how RRG handles recurring rental administration while preserving clear boundaries around owner-controlled physical-property operations and human-review matters.
Digital Communication
- •Routine owner and resident support is handled through the RRG portal and email.
- •Messages are tied to owner, property, resident, and lease records where applicable.
- •AI may assist with drafting routine replies, but consequential matters can be held for human review.
- •Routine communication is captured in the digital record so requests, decisions, and follow-up are not dependent on scattered conversations.
- •Property-specific urgent-issue routing instructions are configured during onboarding rather than invented by the platform.
Repair-Report Intake & Relay
- •Residents may submit repair reports through the RRG digital workflow or the property-specific reporting method.
- •RRG timestamps and preserves the report and relays it to the owner or designated owner contact.
- •The owner controls vendor selection, scheduling, repair approval, access, and repair spending.
- •RRG does not dispatch, supervise, or promise performance by a repair vendor as part of the core service.
- •The portal may record owner status updates so the resident communication history remains complete.
Lease & Document Administration
- •Lease, renewal, management, and related document records are stored in the RRG operating system.
- •E-signature workflows are provider-independent and preserve document status, parties, and timestamps.
- •The system records document versions and delivery status rather than relying on email alone.
- •Legally consequential templates are not activated for autonomous use without appropriate review and approval.
- •Portal access is role-based so owners and residents see only records they are authorized to access.
Renewals & Delinquency
- •Upcoming lease expirations open a renewal workflow before the end of the lease.
- •Owners can record renewal instructions and target rent through the portal.
- •A request not to renew is routed for human review before any legal notice is sent.
- •Delinquency tracking is based on recorded charges and successful payments in the RRG ledger.
- •Courtesy reminders may be automated only within approved rules; eviction and other legal actions are not autonomous.
Ledger & Reporting
- •Financial activity is recorded through an immutable double-entry journal with balanced-entry checks.
- •Posted journal entries are corrected through reversals rather than deletion or silent editing.
- •Owner, property, unit, lease, and resident dimensions are preserved on accounting records where relevant.
- •Owner reports and statement history are generated from authoritative system records.
- •External ACH/card processing and owner payout rails remain a separate provider layer so the accounting model is not locked to one vendor.
Human Review & Escalation
- •Accommodation, discrimination, retaliation, deposit disputes, legal notices, nonrenewals, and eviction matters are routed for human review.
- •The AI layer does not invent lease terms, balances, legal conclusions, emergency instructions, or owner approvals.
- •Audit records are retained separately from conversational summaries so actions can be reconstructed.
- •Security or data-integrity exceptions are escalated rather than silently bypassed.
- •Production changes require an explicit release decision rather than automatic promotion from staging.
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