AI automation for property & lettings
A tenant can explain a fault in one sentence. The property manager still needs the right unit, a usable description and agreed access before assigning the job. We can bring those pieces into one maintenance ticket.
A leak report with an incomplete address
Illustrative example using fictional details.
Tenant’s email
“The tap under the kitchen sink is dripping at Cedar Court. I’m usually home after four.”
What the team can check
- Property register
- Cedar Court contains several flats
- Access information
- After 4 pm is a preference; entry permission is unconfirmed
Draft maintenance ticket
Kitchen sink leak, unit to confirm. Ask which flat is affected and confirm access arrangements. Route the original message to the duty team under the property’s repair procedure.
How the workflow runs
- Identify the property. Match the sender and address against records the manager is allowed to use. Where several units fit, show the possible matches for staff.
- Capture the tenant’s words. Extract the location of the fault, reported symptoms and any attachments. Preserve uncertainty about the cause for the contractor who will inspect it.
- Hand over to the manager. Apply the agency’s escalation rules, highlight missing details and prepare questions. The manager determines urgency, agrees entry and chooses the contractor.
What we need from you
We need your ticket fields, property naming conventions, duty rota and access rules. Walk us through one routine repair and one message your team escalates immediately.
Pilot one maintenance inbox
Compare draft tickets with completed cases from one building. Check for wrong-unit matches, overlooked urgent reports and repeated questions. Keep the duty team’s existing intake route available during the trial.
Frequently asked questions
What if the tenant leaves out their flat number?
The request can stay unassigned with the address marked incomplete. The property manager can review a draft asking for the missing detail.
Can we keep our existing urgent-repair procedure?
Yes. We agree which messages should go straight to your duty team and where to display your emergency contact instructions. Staff retain control of urgency and dispatch.
What if a tenant emails twice about the same problem?
The workflow can show open tickets for the unit and suggest a possible match. The manager can attach the update or open a separate job.
Could a contractor receive the tenant’s whole email history?
The handover can be limited to approved job details, such as the confirmed unit, fault and access arrangement. The manager reviews what goes out.
Where do repair details get lost?
Describe the journey from the tenant’s first message to a contractor receiving a usable job ticket.