An agent for repair requests. It takes a tenant's report in their own words, asks what a contractor will need to know, classifies the urgency by your rules, creates the work order and coordinates an approved contractor's visit with the tenant.

A tenant reports that the heating is not working. The message reaches an inbox, then a property manager, then a contractor who calls to ask which flat and whether there is hot water. Three days pass. The tenant has explained it three times. Somewhere in the same inbox is a report of a gas smell that was treated as one more ticket.

This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the diagnostic questioning and approval routing from our IT helpdesk demonstration, and the booking logic from our appointment booking demonstration. Urgency rules for property faults, contractor coordination and work orders are not built.

02Maintenance agent

Six jobs it carries through

Report intake

Takes the report properly.

The fault in the tenant's words
Photos where they help
Follow-up questions by fault type
The property and unit confirmed

Works inTenant channels

Where it stopsIt asks what a contractor would ask.

Urgency classification

Applies your urgency rules.

Emergencies by your definition
Safety instructions you approved
Immediate escalation to a person
Routine faults queued

Works inUrgency rules

Where it stopsAn emergency always reaches a person at once.

Work order

Creates the job.

One order per fault
The right trade
Everything the contractor needs
Duplicates of an open fault recognised

Works inProperty management system

Where it stopsOne fault, one work order.

Approval check

Applies the spending rules.

The landlord's limit for that property
Quotes requested above it
Approval from the named person
Warranty or insurance cover noted

Works inApprovals

Where it stopsWork above the limit waits for approval, except your defined emergencies.

Contractor coordination

Arranges the visit.

From your approved contractor list
A time agreed with the tenant
Access instructions
A reminder to both

Works inContractor scheduling

Where it stopsOnly contractors you approved.

Completion check

Closes the job properly.

The contractor's report
The tenant asked whether it is fixed
Reopened if not
Costs recorded against the property

Works inWork order records

Where it stopsA job is closed when the tenant confirms.

03The problem

What Goes Wrong Without It

Reports with no detail

"The boiler is broken" and nothing else.

Emergencies in the queue

A leak or a gas smell waits behind a dripping tap.

Three explanations

The tenant repeats the problem to each person in the chain.

Contractors who cannot get in

Nobody arranged access with the tenant.

Costs nobody approved

A repair goes ahead above the landlord's limit.

No end to the story

Nobody confirms with the tenant that it was fixed.

→Request a quote

What We Need to Scope This

The process as it runs today, in a few lines.
The systems it touches, for example property management, tenant channels, contractors, approvals.
Rough monthly volume, and who approves what.

Request a quote Book a 30-minute callA quote starts from a written scope, so that the figure means something.

04Workflow

One Case, Start to Finish

An example of one case, in 6 steps. The same steps play in the picture at the top of this page.

Fault reported

A tenant messages that there is no hot water.

Details gathered

The agent asks whether the heating works, what the boiler display shows and for a photo.

Urgency set

No hot water in winter is urgent under your rules, but not an emergency.

Order created

A work order for a heating engineer is created, with the photo and the fault code.

Visit arranged

An approved contractor is offered two slots. The tenant picks tomorrow morning.

Confirmed fixed

After the visit the tenant confirms hot water is back, and the job closes with its cost.

05Integration scope

What It Reads and Writes

The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.

Property management

Your property and tenancy system

Tenant channels

WhatsApp
a tenant portal
email
phone

Contractors

Approved trades, their areas and availability

Approvals

Landlord limits and named approvers

Urgency rules

Your definitions and approved safety wording

Records

Work orders, costs and warranties

06Operating boundaries

Emergencies Go Straight to a Person

Some reports cannot wait in a queue. Your rules define what is an emergency, and anything that matches is escalated to a person immediately, with only the safety wording you approved. The agent does not diagnose a gas, electrical or structural danger.

It instructs only contractors on your approved list, and work above a property's spending limit waits for the named approver.

Your definition of an emergency
Approved safety wording only
One work order per fault
Spending limits respected
Approved contractors only
Closed when the tenant confirms

07Questions

What Buyers Ask First

It is recognised by your rules and passed to your emergency contact straight away, by the route you define. The tenant receives the safety instructions you approved and is told who will call. The agent does not attempt to resolve it.

That agent works on industrial equipment with asset histories and runbooks, for technicians. This one works on homes and buildings, starting from a resident's message, and its hard parts are access, tenant communication and landlord approval.

Yes, with a voice channel in front of the same workflow. Many property managers start with messaging and a web form, where photos are easy, and add phone later.

Not as software yet. This page describes a proposed workflow. It would reuse the diagnostic questioning and approval routing from our IT helpdesk demonstration, and the booking logic from our appointment booking demonstration. Urgency rules for property faults, contractor coordination and work orders are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.

Start a project

Trace Five Recent Repairs

From the first message to the fix. Count the handoffs and how many times the tenant explained the problem.

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