Maintenance request intake and sorting
Requests become standard tickets with an urgent queue for the manager, and the acknowledgment tells tenants to call 911 in an emergency.
Admin and operations help for agents, landlords and small property managers. SI prepares drafts for the licensed agent or owner; they review and decide. SI does not lease, collect rent, screen or rank applicants.
Worth knowing: Administrative support only: SI does not give legal or lease advice, make leasing, screening or pricing decisions, or act as an agent or broker. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants. A licensed professional or the property owner reviews and approves anything client-facing, tenant-facing or contractual. Fair housing laws apply: SI never screens, ranks, steers or targets by protected characteristics, and applicant and tenant information is used only in checked tools with access controls and the minimum necessary. SI never gives repair, safety or code advice and never promises response times or repairs; it does not decide who is responsible under a lease; the emergency line is limited to the approved text.
The problem
Requests arrive by text, email and call in no standard form, and urgent problems get buried.
What SI does
SI turns each request into a standard ticket (unit, issue, when it started, access notes, photos) and sorts tickets into queues for the manager (urgent-flag, routine, vendor needed, awaiting tenant). Anything mentioning gas, fire, flooding, no power or safety is flagged to the top for a person, and the acknowledgment tells the tenant the request was received and that in an emergency they should call 911 or the number the manager provides. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Landlord with a few rental units
A message about [Unit] becomes a ticket with when it started and any photos. Mentions of flooding are flagged to the top for the owner.
- Small property-management company
Requests are sorted into urgent-flag, routine, vendor needed, and awaiting tenant. The acknowledgment uses only the manager's approved text.
- Small brokerage
A property the firm manages has incoming repair notes turned into tickets. The manager decides who is called.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds applicant or tenant information, the business checks the tool's terms and data practices, sets access controls and limits SI to the minimum necessary. Start with sample or made-up information. Connect the inboxes the manager chooses with permission to read and draft, not to send. Save the acknowledgment the manager has already approved, including the emergency line. Setup is often a few days.
What a human still checks
- The agent, broker or manager approves before anything goes to a client, tenant, applicant or vendor.
- SI never sends, posts, signs or changes records on its own.
- Unusual items go to a "needs manager or attorney review" queue.
- The business decides what personal data SI may see, and testing starts with sample information.
- The manager reads the urgent queue first, decides priority and which vendor is called, and sends all repair commitments.
- Urgent matters are handled by a person.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Turn these maintenance requests [paste] into tickets with unit, issue, when it started, access notes, and photos. Sort them into urgent-flag, routine, vendor needed, and awaiting tenant. Flag anything mentioning gas, fire, flooding, no power, or safety to the top. Draft only this acknowledgment: [paste], including that in an emergency they should call 911 or the number the manager provides. Do not give repair, safety, or code advice, and do not promise response times. Do not describe or evaluate any person or neighborhood; describe only the property. Do not send anything. Do not describe or evaluate any person or neighborhood; describe only the property. Pause and show me before sending, posting, signing or changing anything. Use only the sample or made-up information I provide; do not include real tenant or applicant names, IDs or financial details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.