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AI agent for maintenance managers

Property Maintenance Dispatch Preparation Agent

Every maintenance request becomes a usable work order and a verified fix.

Quality controlAutomationReal estate and constructionOperationsManagement
See how it worksGet access
Property Maintenance Dispatch Preparation Agent: what goes in, what the agent does and what you get

What it does

Tenant maintenance requests often say little more than 'heater broken', so the wrong contractor gets sent or the visit is wasted. This agent first checks every request for emergency signs such as gas smells, flooding or no heat in winter, and sends those straight to the emergency protocol. For routine requests, it identifies the asset from the property asset map, asks the tenant for missing details like photos or location, and drafts a scoped work order with a permitted vendor. The property manager approves dispatch and spend. After the job, it checks the completion evidence and reopens the case if the evidence does not address the reported issue. Edge case: a request about a 'smell in the kitchen' is treated as a possible gas emergency until the tenant confirms otherwise.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Request submitted 2 USES A TOOL Read the incoming report against the protocol 3 CHECKS THE RESULT Does it indicate an emergency under the protocol? If not: continue routine handling (if yes: emergencyprotocol). Back to step 2. 4 USES A TOOL Identify the asset and missing details 5 DOES Draft a scoped work order 6 YOU APPROVE Property manager approves dispatch and spend 7 USES A TOOL Check completion evidence 8 CHECKS THE RESULT Does the evidence address the reported issue? If not: reopen the case. Back to step 5. 9 RESULT Maintenance case closed
Read the steps as a list
  1. Request submitted
  2. Read the incoming report against the protocol
  3. Does it indicate an emergency under the protocol?If not: continue routine handling (if yes: emergency protocol). Back to step 2.
  4. Identify the asset and missing details
  5. Draft a scoped work order
  6. Property manager approves dispatch and spendThe agent waits here for your OK.
  7. Check completion evidence
  8. Does the evidence address the reported issue?If not: reopen the case. Back to step 5.
  9. Maintenance case closed

How it decides

It checks emergencies first, then fills missing details, then scopes the work.

  • Emergency signs override all routine routing.
  • Ask the tenant for missing details before drafting a work order.
  • Only permitted vendors for that trade and property are suggested.
  • Close only when the evidence shows the reported issue fixed.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Emergency keywords and the emergency protocol to follow
  • Approved vendors per trade and spend limit per work order (default $500)
  • Required completion evidence (default: before and after photos plus a note)
  • Tenant message templates and tone
  • Who approves dispatch (default: property manager)

What keeps you in control

It always asks you first

  • Tenant communications
  • Dispatch
  • Expenditure

Hard limits

  • No dispatch without approval.

It stops when

  • Done: verified fix.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA tenant at Unit 4B writes on January 9 that the bathroom is 'leaking a bit'. No emergency signs, so the agent identifies the bathroom vanity and asks for a photo. It drafts a plumber work order for $180 and the manager approves. The plumber uploads a photo of the kitchen sink instead. The check fails, the agent reopens the case, and a correct photo arrives the next day.

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