What tenants and applicants call about
A property manager's line mixes three kinds of calls. Tenants report problems: a dripping faucet, a broken dishwasher, a heater that won't turn on, water coming through the ceiling from the unit above. Prospective tenants ask about vacancies, viewings and how to apply. And everyone asks about rent due dates, parking, pets and office hours.
What the assistant does
- Takes maintenance requests. It records the unit, the problem and whether the technician has permission to enter, along with the tenant's name and number, and reads it all back.
- Routes emergencies. Fire, gas smell, flooding, no heat in freezing weather, sewage backup and lockouts are treated as emergencies. The assistant follows the emergency policy you write, for example "24/7 on-call maintenance; the on-call technician calls back", and marks the message urgent so your team is emailed.
- Gives the right safety instruction. For fire or a gas smell, it tells the tenant to leave and call 911.
- Answers tenant questions from your Knowledge Base: rent payment methods, parking rules, trash days, office hours.
- Takes viewing requests from prospective tenants for the leasing team to confirm. With a calendar integration connected, it can offer real open times instead.
- Transfers callers to up to five people on your list, such as the on-call technician, once a phone number is connected.
What it won't do
- It won't promise a repair time or say a technician is on the way unless that's in your policy.
- It won't invent rents, vacancies or lease terms that aren't in your details or knowledge base.
- It never takes rent payments, card numbers or bank details over the phone.
- It tells callers it's an AI assistant if they ask.
Setting it up
- Choose the property-management assistant in the Brain Marketplace.
- Enter your business details, including your maintenance emergency policy (required): what counts as an emergency and how it's handled.
- Add tenant FAQs to the Knowledge Base and approve them. Keep vacancy information current and republish when it changes.
- Publish, run the automatic tests (they include a ceiling leak from the unit above and a routine dripping faucet) and try it in the playground.
- Get a RingMind number, connect it to the assistant and add your on-call technician to the transfer list.
Keeping track of requests
Every maintenance request appears in your dashboard with the unit, problem, access permission and urgency, and can become a task with a due date. Tenants who prefer to text can report problems by SMS or WhatsApp, and their messages, calls and requests sit together in one contact timeline. Every call is saved with a transcript.
Tools it can connect
Create maintenance tasks in Asana, log requests to an Airtable base, alert staff in Microsoft Teams, or start your own n8n workflow. Integrations are in Beta. Plans are on the pricing page.