Triage every maintenance request and send the right contractor
How a property management firm can collect repair requests with photos, judge how urgent each one is, and send the right contractor while keeping the tenant updated.
The system, in one picture
Every request is rated, assigned and tracked, and emergencies raise an alert at once.
The problem, and the fix
What goes wrong in a normal week, next to what changes once the flow is in place.
PROBLEM
Requests arrive by phone, email, WhatsApp and the tenant portal, with little detail.
SOLUTION
One request form asks for the issue, the location and photos, whichever way the tenant reaches you.
PROBLEM
Nobody can tell a dripping tap from a burst pipe until someone reads every message.
SOLUTION
Each request is rated by urgency, and emergencies alert the person on call immediately.
PROBLEM
Tenants keep calling to ask whether anyone is coming.
SOLUTION
Tenants get automatic updates at each step, from received to scheduled to done.
What you lose today, what you win
The same business, before and after the flow runs on its own.
- Time
TODAYHours a day reading, sorting and forwarding requests
WITH THE SYSTEMRequests arrive sorted and ready to assign.
- Cost
TODAYSmall leaks that become big repairs because they sat unnoticed
WITH THE SYSTEMProblems are caught while they are still small.
- Energy
TODAYConstant calls from tenants asking for news
WITH THE SYSTEMTenants are updated without having to call.
- Revenue
TODAYOwners who leave after slow repairs
WITH THE SYSTEMOwners see fast, organised handling.
- Peace of mind
TODAYFear that an emergency is hiding in the inbox
WITH THE SYSTEMEmergencies trigger an alert straight away.
- Control
TODAYEach coordinator judges urgency in their own way
WITH THE SYSTEMEvery request is rated by the same rules.
- Growth
TODAYMore buildings mean more coordinators
WITH THE SYSTEMMore properties managed by the same team.
- Operational chaos
TODAYMessages, photos and invoices in different places
WITH THE SYSTEMOne record per request, from report to invoice.
How we put it in place
Step by step, with the average time each part takes.
- 1
Map request types and urgency rules
- 2
One intake for every channel
- 3
Rate the urgency from the description and photos
- 4
Assign the right contractor with the details
- 5
Automatic updates for the tenant
- 6
Test on real requests and go live
Ready to Start?
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