Maintenance request intake and dispatch

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Receive maintenance request

   Tenant submits maintenance request through online portal with description, photos, and urgency level. System captures all request details and tenant information.

   AppFolioBuildium
2. 2

   Action

   Validate and categorize request

   AI analyzes request description and photos to categorize issue type, estimate complexity, and flag potential emergency situations. System enriches request with property and lease details.

   AppFolioBuildium
3. 3

   Decision

   Determine dispatch priority

   System evaluates if request is emergency requiring immediate response, routine maintenance for standard scheduling, or tenant responsibility requiring education. Routes accordingly based on severity and lease terms.

   AppFolioBuildium
4. 4

   Action

   Auto-assign to vendor

   System automatically selects appropriate vendor from pre-approved list based on issue type, location, vendor availability, and performance history. Creates work order with all necessary details.

   AppFolioBuildiumYardi
5. 5

   Action

   Send notifications and schedule

   System notifies tenant of work order creation and estimated timeline, sends vendor detailed work order with property access instructions, and updates property manager dashboard with status.

   AppFolioBuildiumTenantCloud
6. 6

   Action

   Track completion and billing

   System monitors work order status, captures completion photos and invoices from vendor, and automatically processes approved charges. Updates maintenance history for the unit.

   AppFolioYardiBuildium
7. 7

   Output

   Generate completion summary

   System creates maintenance completion report with before/after photos, final costs, and tenant satisfaction survey. Updates property maintenance records and vendor performance metrics.

   AppFolioYardi

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