Answer tenant maintenance calls and create work orders with a voice agent

A property management company's building manager took every tenant call himself. A voice agent now answers each maintenance call, asks what's wrong and how urgent it is, logs it in the CRM, creates a task by trade, and sends emergencies to the manager's cell in seconds.

How they set it up

1. Write down your intake questions, issue types and what counts as an emergency.
2. Connect a phone number (they used Twilio) to a voice agent.
3. Have it get the tenant's name, unit, the problem and how bad it is.
4. Log each request in your CRM and create a task tagged plumbing, electrical, HVAC or general.
5. Transfer burst pipes, gas smells or flooding straight to the manager's cell.
6. Tune it for a few weeks using real call transcripts.

Result

60% less of the manager's time spent on calls, zero missed maintenance calls, every request logged with a task, and emergencies passed to the manager in under 10 seconds. Version 1 went live in 3 weeks because the intake steps were already written down. (as reported by the source)

Guide: AI receptionist for small business: real examples and how to set one up

Starter prompt

Our own prompt for copying this setup. Swap in your details. Not quoted from the source.

You answer the maintenance line for [Property Company]. Get the tenant's name and unit, what the problem is, where it is, and how bad. Log it and tag it plumbing, electrical, HVAC or general. If it's a burst pipe, gas smell, flooding or fire alarm, say you're transferring them and send the call to the manager right away.