Property Management template
Villa Maintenance Requests on WhatsApp
Tenants report a fault on WhatsApp, Chatbot.OM triages it, raises the ticket, and keeps them informed until it is fixed.
What the chatbot does, in order
The flow
- 01Recognise the tenant from their number and confirm the unit
- 02Understand the fault, including from a voice note or a photograph
- 03Triage urgency against your emergency categories
- 04Alert the on-call contact immediately for water, electrical, and security
- 05Capture access arrangements and preferred visit times
- 06Raise the ticket with a category, priority, and named owner
- 07Update the tenant when the visit is booked, delayed, or completed
What this template does
Maintenance requests are the highest volume conversation a property manager has, and the one most likely to be lost. This template takes the report on WhatsApp, works out how urgent it is, captures the unit and the access arrangements, and raises a ticket with the right owner.
It then keeps the tenant informed. When the visit is booked, when it slips, and when it is done, the tenant is told without anyone remembering to tell them.
Why it works in Oman
Air conditioning failures dominate the Omani summer and generate an unmanageable spike of requests, exactly when contractors are hardest to book. Being clear with tenants about when someone is coming does more for satisfaction than the repair speed itself.
Tenants report in Arabic, English, Hindi, and Malayalam, frequently by voice note and often with a photograph of the problem. All of that is handled in one thread.
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