Frequently Asked Questions

General Questions

What is Zayuk Safe?

Zayuk Safe is a comprehensive property management automation platform designed for Homeowners Associations (HOAs), energy aggregators, sports & leagues, and property managers. Our platform combines digital twin technology, smart contracts, and automated reserve studies to streamline property management operations while maintaining transparency and accountability.

What makes Zayuk Safe different from traditional property management software?

Zayuk Safe stands apart through several key innovations:

• Digital Twin Technology: Create a comprehensive 3D digital representation of your property with real-time asset tracking and condition monitoring
• Smart Contracts: Automated, transparent contract management with built-in work verification and payment processing
• Reserve Study Automation: Professional engineering-led reserve inspections with automated annual updates
• Integrated Platform: Replace 3+ separate vendors (reserve consultants, API developers, financial software) with one unified solution
• Professional Engineering Oversight: All inspections and assessments led by licensed Professional Engineers

What types of properties can use Zayuk Safe?

Zayuk Safe works with:

• Property Management Companies
• Homeowners Associations (HOAs)
• Condominium Associations
• Townhome Communities
• Commercial Property Associations
• Energy Aggregators & Utilities
• Teams & Leagues
• Agriculture
• Self-managed Communities
• Mixed-use Properties
• Utilities & Ports

Getting Started

How do I sign up for Zayuk Safe?

Getting started is simple:

1. Visit https://safe.zayuk.com
2. Click the "Sign Up" button in the navigation bar
3. Create your account with your email and password
4. Set up your association profile
5. Add your properties, units, and residents
6. Start managing your community

Both board members and property managers can sign up their communities directly. No sales calls required to get started with the basic platform.

What platforms is Zayuk Safe available on?

Zayuk Safe is available on:

• Web Application: Access via any modern browser at https://safe.zayuk.com
• iOS Mobile App: Available on the Apple App Store (requires iOS 13.0 or later)
• Android Mobile App: Available on Google Play Store (requires Android 5.0/API level 21 or higher)

All platforms sync in real-time, so your data is always up-to-date regardless of which device you use.

Do I need technical expertise to use Zayuk Safe?

No technical expertise is required. Zayuk Safe is designed with an intuitive interface that property managers, board members, and residents can use without training. We also provide comprehensive documentation, video tutorials, and dedicated support to help you get started.

How long does implementation take?

Implementation timelines vary by deployment size:

• Small Associations (1-10 properties): 1-2 weeks
• Medium Associations (10-50 properties): 2-4 weeks
• Large Portfolios (50-300+ properties): 4-12 weeks

Our typical enterprise implementation follows this schedule:

• Weeks 1-2: Foundation setup and data migration
• Weeks 3-4: Integration and training
• Weeks 5-8: Active deployment
• Weeks 9-12: Optimization and expansion

Pricing & Plans

How much does Zayuk Safe cost?

Our pricing is transparent and scalable—check our pricing page for details.

What's included in the base subscription?

The base subscription includes:

• Asset management and digital asset inventory
• Financial tracking and invoicing
• Payment processing (via Stripe)
• Electronic voting and governance tools
• Rules distribution and management
• Vendor coordination and RFP marketplace
• Service ticket management
• Document management
• Mobile apps (iOS and Android)
• Email support

Are there any setup fees?

No setup fees for the base platform. You can start using Zayuk Safe immediately after signup. For enterprise deployments requiring custom integrations or data migration assistance, we provide custom quotes based on your specific needs.

What payment methods do you accept?

We accept:

• ACH transfer (preferred for enterprise)
• Credit card (Visa, Mastercard, American Express, Discover)
• Wire transfer
• Check (for enterprise contracts)

Note: Credit card payments may include a small processing fee.

Features & Functionality

What is a Digital Twin?

A digital twin is a comprehensive 3D digital representation of your physical property. Zayuk Safe's digital twin technology includes:

• 3D models and mapping of your property
• Real-time asset tracking and condition monitoring
• Maintenance history for every component
• Survey-grade accuracy
• Drone photography and hand-held photography documentation
• Integration with inspection data

This gives property owners and managers unprecedented visibility into their property's condition and operations.

How do Smart Contracts work?

Zayuk Safe's smart contracts automate and transparently manage vendor and property manager agreements:

For Vendor Contracts:

• Automated work verification through photo/video documentation
• Milestone-based payment releases
• Performance tracking and quality assurance
• Transparent documentation requirements
• Digital signatures and e-signature support

For Manager Contracts:

• Remote management capabilities with defined on-site visit requirements
• Asset tracking and maintenance documentation requirements
• Meeting documentation and board communication protocols
• Financial reporting and transparency requirements
• Performance metrics and accountability measures

Smart contracts reduce disputes, improve transparency, and automate payment processing based on completed work.

What is the Reserve Study process?

Zayuk Safe provides professional reserve studies led by licensed Professional Engineers:

Year 1 - Full Reserve Study:

• On-site property inspection
• Component inventory and assessment
• Remaining useful life calculations
• Replacement cost estimates
• 30-year funding plan
• Board-ready PDF reports

Year 2 - Automated Update:

• Desktop study update (no site visit required)
• Automated cost adjustments for inflation
• Revised funding calculations
• Updated reports generated from existing data
• Included in platform subscription

Year 3 - Site Visit Update:

• Return site visit to verify conditions
• Component reassessment
• Updated funding recommendations
• Comprehensive report update

Can I integrate Zayuk Safe with my existing software?

Yes! Zayuk Safe offers API integrations with popular property management tools based on request.

Enterprise customers receive unlimited API calls and custom integration support.

How does the Vendor Marketplace work?

The Zayuk Safe Vendor Marketplace streamlines the RFP (Request for Proposal) process:

1. Create an RFP: Property managers or board members create a service request
2. Automated Distribution: The RFP is automatically distributed to qualified vendors in our network
3. Vendor Bidding: Vendors submit proposals with pricing and timelines
4. Comparison Tools: Easily compare proposals side-by-side
5. Award Contract: Select the best vendor and initiate a smart contract
6. Work Verification: Track work progress with photo/video documentation
7. Automated Payment: Payments release automatically upon work verification

The marketplace is open to all qualified vendors. Any vendor can apply to join the network and bid on contracts.

How does electronic voting work?

Zayuk Safe provides comprehensive electronic voting capabilities:

• Create ballots for any association decision
• Distribute to all eligible voters automatically
• Mobile-friendly voting from any device
• Real-time vote counting and results
• Secure, tamper-proof voting records
• Automatic result distribution to all residents
• Board approval workflows
• Quorum tracking

What financial management features are included?

Zayuk Safe provides complete financial management:

Invoicing & Payments:

• Subscription-based billing for unit owners
• One-time and recurring invoices
• Automated payment reminders
• Online payment processing via Stripe
• ACH and credit card acceptance
• Mobile app payments for residents

Budget Management:

• Multi-year budget planning and tracking
• Expense monitoring and categorization
• Account balance management (operating and reserves)
• Budget vs. actual variance tracking
• Special assessment management
• Financial forecasting

Reporting:

• Balance sheets and income statements
• Aging reports for delinquencies
• Reserve fund status reports
• Custom financial reports
• Board-ready PDF reports
• Export to Excel/CSV

How do meetings work in Zayuk Safe?

The Meetings module integrates with Zoom to provide comprehensive meeting management:

• Schedule board meetings and annual meetings
• Create and distribute meeting agendas
• Integrated Zoom video conferencing
• Attendance tracking
• Meeting minutes and documentation
• AI-powered meeting summaries
• Authority-based access (executive vs. general sessions)
• Document sharing and voting during meetings
• Automatic meeting reminders
• Recording storage and access control

Security & Compliance

How secure is my data?

Security is our top priority:

• Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Cloud Infrastructure: Hosted on AWS and GCC with enterprise-grade security
• Authentication: Multi-factor authentication available
• Access Control: Role-based permissions and authority levels
• Regular Audits: Third-party security audits and penetration testing
• Backups: Automated daily backups with disaster recovery

Who can access my association's data?

Access is strictly controlled based on roles:

• Board Members: Full access to association data
• Property Managers: Access based on management agreement
• Unit Owners: Access to their unit data, common area info, and association documents
• Vendors: Access only to their active projects and relevant documentation
• Residents/Tenants: Limited access based on permissions set by owners

You maintain complete control over who sees what information.

Is Zayuk Safe compliant with regulations?

Yes. Zayuk Safe is designed to help associations comply with:

• State laws and regulations
• Davis-Stirling Act (California)
• Reserve study requirements by state
• Financial reporting requirements
• Meeting notice and documentation requirements
• Records retention policies
• Electronic voting regulations

Our platform helps you maintain compliance by automating documentation and creating audit trails for all decisions.

What happens to my data if I cancel?

You maintain ownership of all your data:

• Export all data in standard formats (CSV, PDF, Excel)
• Download all documents and photos
• Access to data for 90 days after cancellation
• Complete data export provided upon request
• No data held hostage

We make it easy to transition to another platform if needed, though we're confident you'll love Zayuk Safe.

Technical Questions

Is there an API for developers?

Yes! Zayuk Safe provides a comprehensive REST API for developers:

• Full API documentation available
• RESTful endpoints for all major features
• Authentication via API keys
• Webhook support for real-time notifications
• Rate limiting for fair usage
• Available to enterprise customers

Contact us for API access and documentation.

Support & Training

What kind of support do you offer?

We provide multiple support channels:

• Email Support: All customers (response within 24 hours)
• Priority Support: Enterprise customers (response within 4 hours)
• Phone Support: Enterprise customers
• Dedicated Success Manager: Enterprise customers
• Knowledge Base: Comprehensive documentation and video tutorials

Can I request new features?

Absolutely! As a customer, you have direct influence on our product roadmap:

• Submit feature requests anytime
• Direct access to our product team
• Early access to beta features

We actively listen to customer feedback and build features that solve real problems.

Property Management Companies

Can property managers use Zayuk Safe for multiple associations?

Yes! Zayuk Safe is designed for property management companies:

• Manage unlimited associations (enterprise plan)
• Switch between properties seamlessly
• Consolidated dashboard for all properties
• Individual logins for each association's board members
• Separate data and permissions for each property
• Portfolio-wide reporting

How does pricing work for property management companies?

We offer special enterprise pricing for property management companies:

• Flat annual fee for unlimited properties
• No per-property or per-unit charges after enterprise subscription
• Volume discounts available
• Custom pricing for portfolios over 50 properties

Can I white-label Zayuk Safe?

White-labeling is available for enterprise customers:

• Custom branding and logo
• Custom domain name
• Branded mobile apps (iOS and Android)
• Custom email templates
• Branded reports and documents

Contact us for white-labeling options and pricing.

Reserve Studies & Inspections

Are your reserve studies compliant with state requirements?

Yes. Our reserve studies are conducted by licensed Professional Engineers and meet all state requirements:

• Florida: Davis-Stirling Act compliant
• California: Davis-Stirling Act compliant
• Texas: Property Code compliant
• All states: National Reserve Study Standards compliant
• Professional Engineer seal on all reports
• 30-year funding analysis
• Component inventory and assessment

What's included in a reserve inspection?

Each reserve inspection includes:

• On-site visit by licensed Professional Engineer
• Comprehensive component inventory
• Physical condition assessment
• Remaining useful life calculations
• Replacement cost estimates
• Drone photography and 3D mapping (when applicable)
• Detailed photo documentation
• 30-year funding analysis
• Board-ready PDF report
• Digital twin integration

How often should we update our reserve study?

Best practice recommendations:

• Year 1: Full reserve study with site visit
• Year 2: Desktop update (included in platform subscription)
• Year 3: Site visit update
• Repeat cycle: Continue 3-year cycle

This approach balances thoroughness with cost-effectiveness while maintaining compliance.

Can existing reserve studies be imported?

Yes! We can import your existing reserve study data:

• PDF report parsing and data extraction
• Manual data entry assistance (enterprise customers)
• Historical data integration
• Component mapping to our system
• No data loss during transition

Specific Use Cases

Can self-managed properties use Zayuk Safe?

Absolutely! Zayuk Safe is perfect for self-managed communities:

• No property manager required
• Board members can manage everything
• Intuitive interface for non-professionals
• Automated workflows reduce manual work
• Transparent to all homeowners
• Cost-effective vs. hiring a management company

Can we use Zayuk Safe for just reserve studies?

Yes. We offer standalone reserve study services:

• Professional engineering reserve studies
• Competitive pricing
• No requirement to use the full platform
• Option to add platform later
• 3-year study cycle support

However, integrating with the platform provides significant added value through automation and digital asset management.

Can we migrate from another platform?

Yes! We provide migration support:

• Data export from your current platform
• Data mapping and transformation
• Import into Zayuk Safe
• Verification and quality assurance
• Training for your team
• Parallel running period if needed

Enterprise customers receive dedicated migration assistance.

Can we use Zayuk Safe for commercial properties?

Yes! Zayuk Safe works for:

• Mixed-use properties (residential + commercial)
• Commercial condominiums
• Office park associations
• Industrial park associations
• Master-planned community associations

The platform adapts to various property types and governance structures.

Specific Use Cases

Can self-managed properties use Zayuk Safe?

Absolutely! Zayuk Safe is perfect for self-managed communities:

• No property manager required
• Board members can manage everything
• Intuitive interface for non-professionals
• Automated workflows reduce manual work
• Transparent to all homeowners
• Cost-effective vs. hiring a management company

Can we use Zayuk Safe for just reserve studies?

Yes. We offer standalone reserve study services:

• Professional engineering reserve studies
• Competitive pricing
• No requirement to use the full platform
• Option to add platform later
• 3-year study cycle support

However, integrating with the platform provides significant added value through automation and digital asset management.

Can we migrate from another platform?

Yes! We provide migration support:

• Data export from your current platform
• Data mapping and transformation
• Import into Zayuk Safe
• Verification and quality assurance
• Training for your team
• Parallel running period if needed

Enterprise customers receive dedicated migration assistance.

Can we use Zayuk Safe for commercial properties?

Yes! Zayuk Safe works for:

• Mixed-use properties (residential + commercial)
• Commercial condominiums
• Office park associations
• Industrial park associations
• Master-planned community associations

The platform adapts to various property types and governance structures.