This article guides new MaintenanceAI users through navigating launch and setup. Navigate to each section of this article with the links below:
Welcome Message and First Steps
After launching MaintenanceAI, the AI assistant sends a welcome message to your residents. This message lets your residents know they can submit work orders through the AI number or email.
The default message is:
“Hi {resident_name}! My name is {AI_name}. I'll be your resident assistant going forward. If you need help with maintenance, amenities, general questions about the property, or your renewal process, just let me know!”
Contact Support to customize your AI Assistant's welcome message.
Residents can contact the AI through SMS, email, or phone to place work orders of all types, from routine maintenance to high-priority emergencies.
You can adjust your Permission to Enter requirements to determine how your AI gathers information from residents when submitting a new work order. See the Maintenance Settings section of this article for full instructions.
NOTE: If a resident's AI Portal guest card lists incorrect or outdated contact information, please update the contact information in your PMS. The update takes about 24 hours to sync to the AI Portal.
Work Orders in Resident Guest Cards
You can now manage work orders using the Maintenance Mobile App and Maintenance Web Portal.
If you have not launched on the Maintenance Mobile App, follow the steps below to view or add work orders for individual residents:
1. Click on a resident contact in the Activity, Tasks, or Contacts tab of your AI Portal.
2. Locate the resident’s Guest Card on the right side of the page.
3. Locate the Work Orders section towards the bottom of the guest card.
The icon at the top right of each work order displays the work order's source:
Created by AI:
Created by Agent:
Synced from PMS:
4. Click on a visible work order to mount the Edit Work Order box.
Use this box to view or update work order details. Work orders updated in the AI Portal automatically sync to your building’s PMS.
5. Add a work order for a resident by clicking + Add Work Order in the resident’s guest card.
This opens the Create Work Order box, in which you can enter work order details. Work orders created in the AI Portal automatically sync to your building’s PMS.
6. Click View all in the guest card's work order section to view a resident's work order history.
Use the Show Completed/Closed switch to display a resident’s entire history of completed work orders in addition to open work orders.
Maintenance Settings
Follow these steps to access your maintenance settings:
- Click Settings in your AI Portal's left side panel
- Click Resident in the Settings dropdown menu. This mounts the Settings - Resident page in your AI Portal.
- Click the Maintenance tab at the top of the Settings - Resident page.
Use this page to configure the following maintenance settings:
- Request Permission to Enter: When toggled on, your AI asks residents for permission to enter and includes this information on new work orders.
- Submit Work Order for Connected Emergency Requests: When toggled on, your AI automatically submits work orders for emergency call escalations, whether or not the call is picked up by emergency maintenance.
- Submit Work Order for Lockouts: When toggled on, your AI always submits work orders for lockouts.
See Maintenance Settings Overview and Instructions for more details on configuring maintenance settings and adding maintenance knowledge.