01
Identify
Caller, callback number, property, unit, and the location of the issue.
AI maintenance intake
Turn a tenant call into a record the next person can act on
PropertySync AI turns primary, overflow, or after-hours maintenance calls into structured records. It tells callers it is an AI assistant, gathers the facts your team requires, applies your approved emergency matrix, and records whether the call was escalated or queued.
Caller report
There is water under the kitchen sink. It started this evening, is still dripping, and has not reached the floor.
- Property and unit
- Maple Court, Unit 2B
- Access
- Permission must be confirmed
- Safety check
- No immediate hazard reported
- Rule applied
- Example property matrix
- Outcome
- Routine queue with complete intake
Your categories, questions, and escalation contacts replace the example shown here.
The intake contract
Decide what must be captured before the phone starts ringing
02
Clarify
What is happening now, when it started, visible safety concerns, access permission, pets, and actions already taken.
03
Route
The approved category, primary contact, backup contact, fallback, and final routing outcome.
Routing controls
The assistant applies your rule. It does not invent one.
Emergency category
Approved safety language, then primary on-call, backup, and fallback.
Routine category
Complete record, correct queue, priority, and named owner for the next shift.
Unclear or sensitive
No remote diagnosis. Route the facts to the designated human review path.
Maintenance intake cluster
Build the operating rules before the assistant
These guides define the intake fields, after-hours decision path, and portfolio context used in a scoping meeting.
Questions
What to confirm in the meeting
What should an AI maintenance intake record capture?
It should capture the caller, callback number, property, unit, issue location, current condition, safety details, access permission, pets, actions already taken, classification, and routing outcome.
Does the AI decide what counts as an emergency?
It applies the written categories and routing rules approved by the property manager. It should not diagnose the problem or invent a rule. Unclear and safety-sensitive calls go to the designated human path.
Can it cover only nights and weekends?
Yes. Coverage windows and routing rules can be configured around the property manager's operating schedule.
How is PropertySync AI priced?
Pricing is discussed after a short meeting about the call flow, properties, coverage windows, and escalation rules. Book a meeting to review the fit and discuss price.
Bring your call flow and escalation matrix
We will map the intake fields, routing rules, coverage windows, and handoff. Price is discussed after those requirements are clear.
Book a meeting