Maintenance Request AI Assistant
Planned — not yet availableRingMind Maintenance Request Assistant Brain · on the roadmap
For property managers and facilities teams who need every maintenance request captured with the details a technician needs. It is planned to triage requests and get emergencies to whoever is on call.
Available to use today
Property Management AI Assistant
Start from the Property Management Assistant, add your emergency list and tenant first-steps to its instructions, and add your on-call technicians to the transfer list.
What it's planned to handle
Captures and routes maintenance requests.
- Collects the address or unit, the problem, when it started and the best way to reach the tenant.
- Asks whether it's safe to give the technician access when the tenant is out.
- Separates emergencies like flooding, no heat or a lockout from routine repairs.
- Puts emergencies through to the on-call technician and logs routine requests for the team.
What you'd fill in
- Your list of emergencies versus routine repairs
- Your on-call technician rota as a transfer list
- Properties or units you manage
- Any first steps tenants should take, like turning off a water valve
- Expected response times in your own words
Questions it's meant for
Rules it would follow
- For fire, a gas smell or carbon monoxide alarms, tell the caller to get out and call 911 from outside.
- Never promise a repair time; say the team will confirm it.
- Never tell tenants to attempt electrical or gas repairs.
How assistants are released
Each RingMind assistant ships with its own instructions, safety rules and a test suite, and is offered only once every test passes. Join early access to hear when this one is ready.
Tools it would work with
Every request needs the right details
Property managers and facilities teams depend on good maintenance requests: the unit, the problem, when it started, whether the technician can enter, and how to reach the tenant. Requests that arrive without those details cost a return trip, and emergencies like flooding or no heat need the on-call technician immediately.
How the planned Maintenance Request Assistant is meant to work
The Maintenance Request Assistant is planned and not yet available. It is being designed to collect the address or unit, the problem, when it started and the best way to reach the tenant; ask whether the technician may enter when the tenant is out; separate emergencies from routine repairs; put emergencies through to the on-call technician; and log routine requests for the team. For fire, a gas smell or a carbon monoxide alarm it would tell the caller to get out and call 911 from outside, and it would never promise a repair time.
Use RingMind for this today
Start from the Property Management Assistant, which already treats fire, gas, flooding, no heat, sewage backup and lockouts as emergencies:
- Business details: list the properties you manage and fill in your Maintenance emergency policy with your own emergency list and response wording.
- Additional instructions: add the details to collect for every request, including entry permission, any first steps tenants should take such as closing a water valve, and that repair times are always confirmed by the team.
- Transfer list: add your on-call technicians (up to five), then turn on Transfer calls in Tools. There's no on-call rota, so update the list as the rota changes.
- Connected tools: with Jira Service Management, ServiceNow or Airtable connected (Beta), the assistant can create a request or record for each repair.
- Take a message: turn it on so routine requests are saved with urgency in Calls & Messages, ready to become tasks.
See AI assistant for property managers and after-hours answering, or join early access.
Maintenance Request AI Assistant: questions
Is it available now?
Not yet. The Maintenance Request Assistant is planned. Today you can set up the Property Management Assistant for maintenance calls, and join early access for the dedicated version.
How does it decide what is an emergency?
From your maintenance emergency policy and instructions. The template already treats fire, gas smells, flooding, no heat in freezing weather, sewage backup and lockouts as emergencies.
Can it create work orders in our system?
With Jira Service Management, ServiceNow or Airtable connected (Beta), it can create a request or record. Otherwise requests arrive as messages.
Will it tell a tenant when the repair will happen?
It shouldn't promise a time. Add a rule that the team confirms repair times; the planned assistant treats this as a fixed rule.
Will it tell tenants to fix things themselves?
Only the first steps you approve, such as closing a water valve if it's safe. Add a rule against electrical or gas repairs.
Can tenants report problems by text?
Yes, once Answer SMS & WhatsApp is on. US texting needs carrier registration first; see SMS and WhatsApp.