Rooftop units and loading doors logged for maintenance
A tenant's rooftop unit blowing warm air in July can't wait for Monday, and neither can a loading door stuck open overnight. Every service call becomes a work order, and the urgent ones reach your on-call person at once.
A tenant calls about something broken in their unit or the common areas.
Identifies the unit, logs the problem, sorts urgent from routine, gives the tenant a work order number.
A work order with the unit, problem and access notes, and on-call alerted only when it counts.
How it works
- Finds the tenant
By business name, unit or property, and confirms who is calling and the best number.
- Gets the problem clearly
Which rooftop unit, which door, which washroom, what it's doing and since when.
- Sorts urgent from routine
Water coming through the ceiling, a door that won't close, no heat in winter or a fire alarm fault go to on-call now. A flickering light goes on the list.
- Opens the work order
With the unit, the problem, access hours and who to ask for, and reads the work order number back.
- Explains what's next
When maintenance usually attends, and that a tenant-responsible repair under their lease may be billed back, as you've set it out.
- Updates on request
A tenant calling back hears the work order status and when the technician is booked.
Example call
- CustomerThis is Kyle at Prairie Auto Parts, unit 3 at Sherwood Business Park. Our overhead door is stuck open and it's getting dark.
- AI agentThanks, Kyle. A door that won't close after hours is urgent. Is it stuck fully open, and is anyone staying on site?
- CustomerFully open. I can stay until 7.
- AI agentI'm calling the on-call technician now and I'll put you through. I'm also opening a work order. The number is 48217.
- AI agent(privately, to the technician) Sherwood Business Park, unit 3, Prairie Auto Parts. Overhead door stuck fully open, tenant on site until 7. Connecting Kyle now.
- CustomerThank you.
After the call: The on-call technician picks up already knowing the unit, the door and the 7:00 deadline. Work order 48217 is open with the call summary, and the property manager sees it in the morning report.
What your team gets
- Work orders with the unit, problem and access details
- Urgent calls warm-transferred to on-call, with a brief
- Work order numbers read back to the tenant
- Status updates for tenants who call back
- A morning report of overnight calls by property
Questions
How does it decide what's urgent?
From your list. Most landlords choose water entry, security problems like a door that won't close, no heat in winter, and life-safety system faults.
Does it tell tenants who pays?
It explains your rules on tenant-responsible repairs as you've written them. Disputes about a bill go to the property manager.
Can tenants check on a work order?
Yes. They call, give the number or their unit, and hear the status and when the technician is booked.
Does it work for multi-tenant office towers?
Yes. It handles suites, floors, common areas and building systems, with your building's own on-call rules.
Hear it on your phone
Request a demo call and the agent phones you, set up for commercial leasing like yours.