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AI agent for property managers

Subsidized Housing Inspection Prep Agent

Prepare each unit for a housing inspection by finding likely failures and verifying fixes

Risk managementComplianceReal estate and constructionOperationsManagement
See how it worksGet access
Subsidized Housing Inspection Prep Agent: what goes in, what the agent does and what you get

What it does

A failed housing inspection delays the payments that keep a subsidized property running. When a date is set, the agent walks the inspection checklist for each unit and uses past failures and open work orders to predict likely problems, such as missing outlet covers or peeling paint. It sorts the units by risk, schedules fixes and checks that a repair is done with a photo or sign-off. If the recheck still shows a problem, the unit goes back to the repair queue. Close to the date, it builds the inspection file with documents and unit status. The manager approves the final package. Edge case: a unit has a tenant who refuses entry, so the agent flags it and drafts the notice for the manager.

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, continueYes, continueApprovedNoNo 1 STARTS WHEN Inspection date is set 2 USES A TOOL Load the checklist and past results for each unit 3 DOES Predict likely failures per unit from history andopen orders 4 DOES Rank units by risk and schedule repairs 5 USES A TOOL Collect repair confirmations with photos 6 CHECKS THE RESULT Does each repair photo match the failed item? If not: Reschedule the repair or request a better photo.Back to step 2. 7 DOES Run a mock walk-through of the checklist per unit 8 CHECKS THE RESULT Is every unit clear of known failures? If not: Return failed units to the repair queue andrepeat the check. Back to step 4. 9 DOES Assemble the inspection file with logs and unitstatus 10 YOU APPROVE Manager approves the final package 11 RESULT Inspection file ready
Read the steps as a list
  1. Inspection date is set
  2. Load the checklist and past results for each unit
  3. Predict likely failures per unit from history and open orders
  4. Rank units by risk and schedule repairs
  5. Collect repair confirmations with photos
  6. Does each repair photo match the failed item?If not: Reschedule the repair or request a better photo. Back to step 2.
  7. Run a mock walk-through of the checklist per unit
  8. Is every unit clear of known failures?If not: Return failed units to the repair queue and repeat the check. Back to step 4.
  9. Assemble the inspection file with logs and unit status
  10. Manager approves the final packageThe agent waits here for your OK.
  11. Inspection file ready

How it decides

Failures are predicted from the standard plus past results and work orders, and a unit is cleared only when a recheck shows the fix.

  • Rank a unit high risk if it failed in the last two inspections
  • Treat any open health or safety work order as a likely fail
  • Reschedule repairs that lack a photo after 3 days
  • Hold a unit out of the package until its recheck passes

Make it yours

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

  • Weeks before inspection to start (default 6)
  • Risk ranking rules
  • Inspection standard used
  • Photo requirements

What keeps you in control

It always asks you first

  • Manager approves the final inspection package
  • Manager approves entry notices to tenants

Hard limits

  • Never mark a unit cleared without evidence of the repair
  • Never send tenant notices without approval

It stops when

  • Done: all units are cleared and the package is approved
  • Stop: a unit cannot be accessed before the inspection and the manager decides

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 happensFor a 40-unit property, the agent predicted failed GFCI outlets in 9 units based on last year. After repairs, the photo for unit 7 showed a new outlet in the bathroom but not the kitchen. It looped back, reopened the kitchen item, and the vendor fixed it. All 40 units passed the mock check and the manager approved the file.

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