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Real Estate & Property · Support

Maintenance Request Assistant

Turn a property maintenance report into a practical job brief for a coordinator.

For real estate & property teams handling support conversations.

Example workflow
Discuss this workflow →

What this chatbot helps with

  • Turn a property maintenance report into a practical job brief for a coordinator.
  • Clarify property reference before the team follows up.
  • Organise issue location, problem summary, access window into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Hello, I have a question about maintenance request assistant.
Which area of the property needs attention?
I’m enquiring about property reference. Could your team help me understand the options and process?
When would access be possible? You can skip anything you would rather discuss with a colleague.
I’d prefer to discuss the details with someone.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify support intent and explain the scope.

  2. 02

    Relevant questions

    Which area of the property needs attention?

  3. 03

    Captured details

    Property reference · Issue location · Problem summary · Access window

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Property reference
  • Issue location
  • Problem summary
  • Access window

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Approved property and project information
  • Service areas and viewing process
  • Contact routes for sales, rentals and maintenance
  • Approved answers to “Which area of the property needs attention?” and “When would access be possible?”
  • A named team responsible for maintenance request assistant enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Technician dispatch and completion status require a maintenance system or staff.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

Safety concerns, repeated unresolved work or access restrictions.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your support process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and safety concerns, repeated unresolved work or access restrictions.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about maintenance request assistant

What does the team need from the first conversation?

Start with property reference and issue location. Collect the other suggested details only if they help the next action. When would access be possible?

Can it complete this request automatically?

Technician dispatch and completion status require a maintenance system or staff. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

Safety concerns, repeated unresolved work or access restrictions. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your real estate & property process. Which area of the property needs attention? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

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