Work orders logged with photos and entry permission
A dripping tap, a dead stove element, a sticky patio door. Each one arrives as a work order your coordinator can assign without calling the tenant back to ask which unit, what it's doing or whether they can let themselves in.
A tenant calls about something broken that isn't an emergency.
Confirms the tenant and unit, asks the right questions, gets photos, records entry permission.
A work order ready to assign, with photos, priority and access instructions.
How it works
- Confirms who and where
Matches the caller's number to their lease, then reads back the address and unit. A caller who isn't on the lease is logged as a guest of that tenant.
- Asks what a coordinator asks
Which room, how long, is it getting worse, is anything else wet or not working. For an appliance it asks the make if they can see it.
- Gets photos by text
It texts a link while the tenant is still on the line, and the photos land on the work order.
- Records permission to enter
Yes or no to entry while they're out, any pet that needs shutting in, and the best days. It never promises a time the coordinator hasn't set.
- Gives a few safe tips
Your own tips for that problem, like turning the shut-off under the sink a quarter turn. Never anything with gas or wiring.
- Opens the work order
Category, priority and the tenant's words, on the right property. The tenant gets the work order number by text.
- Answers the follow-up calls
"Did anyone look at my tap?" gets the status from the work order: assigned, parts ordered, booked for Tuesday.
Example call
- CustomerHi, the kitchen tap in my apartment won't stop dripping. It's been about a week.
- AI agentSorry about that. I have you at 18 Wellington, unit 3. Is it dripping from the spout, or leaking around the base of the tap?
- CustomerFrom the spout. There's no water under the sink.
- AI agentGood, that's the easier kind. I've just texted you a link. If you can send a photo of the tap, the plumber will know what to bring.
- CustomerSending it now.
- AI agentGot it. Is it okay for maintenance to come in if you're at work, and is there a pet we should know about?
- CustomerThat's fine. There's a cat, she just hides.
- AI agentNoted. Your work order number is 4471, and Leah in maintenance will text you the day they're coming.
After the call: Work order 4471 is open at 18 Wellington, unit 3, as a routine plumbing repair with the photo, "drip from spout, dry under sink", permission to enter and "cat, hides". Leah assigns it to the plumber without a callback.
What your team gets
- Complete work orders with unit, category, priority and the tenant's own words
- Photos attached before anyone drives out
- Entry permission, pets and best days recorded on every request
- Status calls answered from the work order instead of the office line
- A weekly count of requests by property and category
Questions
Will it book the trade itself?
It opens the work order and your coordinator assigns it. Where you allow it, it can offer the tenant open times from a vendor's schedule.
What if the tenant reports two things?
Each becomes its own work order, so the plumber and the appliance tech each see only their job.
Can tenants report repairs by text?
Yes. A tenant can text the same number and get the same questions, the photo link and a work order number.
What if it turns out to be an emergency?
If the answers point to water spreading, no heat or a safety problem, it moves the call to your emergency steps instead.
Hear it on your phone
Request a demo call and the agent phones you, set up for property management like yours.