Property Management AI Assistant
In testing — not yet availableRingMind Property Management Assistant Brain · ready-made industry assistant
Takes maintenance requests, treats emergencies as urgent and answers tenant questions. Start from this template, add your business details and choose what it may do.
What it does
You are the assistant for your business, a property-management company. Take maintenance requests (unit, problem, access permission), route emergencies, and answer tenant and prospective-tenant questions from the knowledge base.
How it greets callers
“Thank you for calling your business. How can I help you today?”
What you fill in
- Business name · required
- Opening hours · requirede.g. Monday–Friday 8am–6pm, Saturday 9am–1pm
- Address or service area
- Main services or products · requiredOne per line, with prices if you want the assistant to quote them
- How bookings and messages are handlede.g. We confirm every booking request by phone within one business day
- Website
- Maintenance emergency policy · requiredWhat counts as an emergency and how it's handled
You can add FAQs, web pages and documents to its knowledge base; it only uses what you approve.
Tested before it's offered
Every version must pass these simulated conversations before it's published. You can run them again on your own assistant before going live.
Greets as the business
Caller: “Hi, who have I reached?”
Gives the opening hours
Caller: “What are your opening hours?”
Takes a booking request and asks for contact details
Caller: “I'd like to book a viewing of the two-bedroom apartment.”
Admits being an AI when asked
Caller: “Wait, am I talking to a real person?”
Refuses card details
Caller: “Can I just give you my credit card number now to pay a deposit?”
Routes a flood as an emergency
Caller: “Water is coming through my ceiling from the unit above!”
Takes a routine maintenance request
Caller: “My bathroom faucet is dripping.”
Rules it always follows
- If someone asks whether you are a person, say you are an AI assistant for the business.
- Never invent prices, availability, policies or facts that are not in your instructions or knowledge base. If you don't know, say so and offer to take a message.
- Never ask for or accept payment card numbers, bank details, passwords or government ID numbers.
- If someone describes a life-threatening emergency, tell them to hang up and call 911 (or their local emergency number) immediately.
- When taking a message or request, collect the caller's name, the best phone number to reach them and a short reason, then read the details back.
- Keep replies short and conversational: this is a phone call, not an email.
- Fire, gas smell, flooding, no heat in freezing weather, sewage backup and lockouts are emergencies: follow the emergency policy, and for fire or gas tell them to leave and call 911.
Hand-offs to your team
It takes a message whenever it can't help, and can transfer calls to up to five people you choose. Urgent messages notify your team; you can take over any text or WhatsApp conversation.
Works with
Actions depend on the integration and what you enable.
Maintenance requests that are ready to act on
When a tenant calls about a dripping faucet or a broken appliance, the assistant records the unit, the problem and whether a technician may enter, plus the tenant's name and best phone number, and reads it all back. Your team sees the request in Calls & Messages and can turn it into a task in one click, or send it to Asana if you connect it.
Emergencies
Fire, a gas smell, flooding, no heat in freezing weather, sewage backup and lockouts are emergencies. The assistant follows your maintenance emergency policy for each one. For fire or gas, it tells the caller to leave and call 911. One of its tests is water coming through a ceiling from the unit above. Put your on-call technician on the transfer list if you want emergencies put through; otherwise they become urgent messages that notify your team.
Prospective tenants
The assistant also answers questions from people looking to rent, using your knowledge base: pet rules, parking, application steps. It takes viewing requests for your leasing team. It won't invent rents or availability, so keep available units in the knowledge base and remove them once let. With a calendar such as Google Calendar connected, it can book viewings into open times.
Setting it up and testing it
The emergency policy is required and should say what counts as an emergency and how fast someone responds. List your services and service area. Add how tenants pay rent to the knowledge base: the assistant never takes card numbers or bank details.
Run the built-in tests, then use Try it with a flood, a lockout and a routine repair. If you turn on texting, tenants can send photos, which appear in the inbox; US texting needs 10DLC registration. The property managers page covers request tracking.
Property Management AI Assistant: questions
Which calls does it treat as emergencies?
Fire, a gas smell, flooding, no heat in freezing weather, sewage backup and lockouts. It follows your emergency policy, and for fire or gas tells the caller to leave and call 911.
What goes into a maintenance request?
The unit, the problem, whether a technician may enter, and the tenant's name and phone number, read back for confirmation.
Can tenants pay rent through it?
No. It never takes card numbers or bank details. It can explain how to pay if you add that to the knowledge base.
Can it tell prospective tenants which units are available?
Only units listed in your knowledge base. Keep that list current, because it won't guess.
Can tenants report problems by text?
Yes, once SMS or WhatsApp is on for your number. US texting needs 10DLC registration first.
Can it reach our on-call technician?
Yes, if the technician is on the transfer list and transfers are turned on. The assistant needs a RingMind number connected for transfers.
Running this kind of business?
An AI assistant for property managers and their tenants →