Maintenance coordinators spend hours each month manually transcribing tenant requests, searching for duplicates, and chasing contractors for status updates. This fragmented workflow delays repairs and creates communication gaps between tenants, contractors, and management.
Automation captures requests directly, routes them to the right contractor based on availability and trade type, and tracks progress in real time. Tenants receive immediate confirmation, contractors get clear work orders, and coordinators focus on exceptions rather than data entry.
The full workflow, from trigger to completion.
Tenant fills in a web form with unit, issue type, description, and contact details. The form submission triggers the workflow.
The automation extracts tenant name, unit, issue category, and priority from the form and checks for duplicates in the work order log.
The automation evaluates the issue type, contractor availability, and past performance to recommend the best match. A coordinator reviews and confirms or overrides the choice.
The automation creates a work order record with all request details, contractor assignment, and a unique tracking ID.
The automation sends the work order to the contractor via email with a link to a status update form.
The automation sends the tenant a confirmation email with the contractor name, expected timeframe, and a link to track progress.
Once the contractor marks the job complete, the automation logs the final status, cost, and labour hours and closes the work order.
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