🎯 What you'll have at the endYou'll set up an AI that takes tenant messages about repairs, collects photos, decides how urgent they are and logs a job.

🧰 Before you start

A channel tenants already use (WhatsApp is ideal in Malaysia)
A list of your units, tenants and trusted contractors
A place to log jobs: property management software or a Google Sheet
An AI tool: WhatsApp AI agent, a Grok Bot, or a property-management AI product

⏱️ Time needed1-2 weeks

💵 Rough costFrom free (sheet + your AI plan) to per-unit software fees

🪜 Step by step

🐣 Beginner mode: showing the 7 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 7.

✅ 0 of 7 steps done 📄 Printable page

1
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Write your urgency rules
E.g. Emergency (no water, gas smell, flooding) = call now; Urgent (aircon broken) = 24 hours; Routine = 7 days.
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2
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Create a job log
A Google Sheet with columns: date, unit, tenant, issue, photos, urgency, contractor, status.
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3
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Set up the AI
Give your AI tool the prompt below plus your unit list and rules.
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4
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Tell tenants how to report
Send tenants one number/link to message, and what to include.
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5
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Connect alerts
Emergencies should alert you or your manager instantly (call or message).
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6
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Assign contractors
The AI can suggest a contractor; you or your manager approve.
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7
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Close the loop
Ask the AI to check back with the tenant after the job is done.
Mark as done

💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 Tenant repair assistant

You handle repair requests for our rental units. When a tenant messages:
1. Ask for: unit number, what's wrong, when it started, and 1-3 photos.
2. Classify urgency using these rules: [paste rules].
3. If EMERGENCY: tell the tenant what to do now ([e.g. switch off the main valve]) and alert [manager number] immediately.
4. Otherwise log the job in [sheet] and tell the tenant when to expect contact.
5. Be polite and calm; never promise a time you can't keep; never discuss rent arrears or legal matters, pass those to [name].