Maintenance requests for a property team
An example of collecting complete maintenance requests from tenants by WhatsApp, so the right technician can be sent the first time.
The situation
A property services team receives maintenance requests by message. Most arrive without the unit number, the type of problem, or a time when someone will be home.
Coordinators spend the morning writing back to ask for the same missing details.
How the workflow would run
- 1
Tenant reports the issue
They describe the problem in a message.
- 2
Assistant completes the request
It asks for building, unit, type of issue and preferred time until nothing is missing.
- 3
Request is logged and confirmed
The tenant receives a confirmation that the request has been recorded.
- 4
Team schedules the visit
Staff assign and update the job. Urgent issues go straight to a person.
What staff would see
- A list of open requests with status.
- An inbox for urgent or unclear cases.
- The list of buildings and services the assistant can recognise.
What we need from you to set it up
- Buildings and units covered.
- Service categories and what counts as urgent.
- A business WhatsApp number.
Is this close to how your business works?
Tell us what your customers ask you most often. We will show you the working spare-parts system and explain what would change for you.