Maintenance request coordination involves receiving tenant requests across multiple channels, manually logging them, finding qualified contractors, and tracking work orders to completion.
Automation captures all incoming requests in real time, matches them to the best available contractor based on skills and workload, and sends coordinated notifications to all parties.
The full workflow, from trigger to completion.
A new request arrives via email, phone, or web portal. The automation platform monitors all three channels and captures the request details automatically.
The automation reads the request, extracts unit number, issue type, urgency, tenant contact, and any photos or notes, then standardizes the data.
The automation queries the contractor database, filters by skill type and recent availability, and ranks the best match based on past performance and current workload.
A new work order record is created with all request details, assigned contractor, expected timeline, and unit access instructions.
The work order is sent to the contractor via email and SMS, including a direct link to accept or decline the job within 2 hours.
The tenant receives an automated SMS and email confirming the contractor assignment, expected arrival window, and a link to track progress.
The work order is automatically appended log for backup tracking and reporting, with all key fields pre-filled.
A summary message is posted to the operations channel confirming the request has been logged, assigned, and the tenant notified.
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