Maintenance Request Triage · Real Estate & Property
Never miss an overnight emergency in the maintenance inbox
Every tenant request gets a trade, an urgency level from your rules and a Notion work order. Emergencies hit your on-call Slack at once, and tenants get your pre-written next steps.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “A leak sat in the maintenance inbox all night because nobody was watching it.”
- “Tenants call three times asking whether anyone got their request.”
- “Our work orders live in emails, texts and sticky notes.”
What you get with the agent
- Trade and urgency (emergency, within 24 hours or routine) from your own definitions, erring toward the more urgent level.
- Emergencies posted to your on-call Slack channel immediately, with the tenant's phone number and what they were told.
- A Notion work order for every request: status, urgency, trade, property, unit and the full description.
- A tenant acknowledgement with your timeframe and only the safety steps you pre-wrote, starting with call 911 when anyone may be in danger.
- Injury, legal, habitability, accommodation or unclear requests wait for a property manager to approve the reply.
Before
Saturday, 11pm: a tenant emails about water under the sink. Monday morning you find it, along with a swollen cabinet floor.
After
The request is classified in seconds, your on-call tech sees it in Slack with the tenant's number, the work order is in Notion and the tenant already has your shut-off steps.
How it works
The whole workflow, step by step.
Starts from each request your tenant form posts to its webhook. AI picks the trade (plumbing, electrical, HVAC…) and the urgency — emergency, within 24 hours or routine — using your own definitions, erring towards the more urgent level. Emergencies are posted to your on-call Slack channel at once with the tenant's phone number. Every request becomes a work order in your Notion maintenance database, and the tenant gets an acknowledgement with your expected timeframe and only the safety steps you pre-wrote for that problem — starting with “call 911 (or your local emergency number) now” when anyone may be in danger. Acknowledgements go out automatically; a property manager approves them first when your rules ask, or when a request mentions an injury, a legal or habitability issue, an accommodation request or is unclear. It doesn't dispatch vendors, book times or write its own safety advice.
- TriggerTenant maintenance request
- AI stepClassify the request
- LogicNeeds a look first?
- Check first:Check the acknowledgement
- Automatic:Emergency?
- Human approvalCheck the acknowledgement
- Approved:Emergency?
- Spam / duplicate:Rejected (spam or duplicate)
- OutputRejected (spam or duplicate)
- LogicEmergency?
- Emergency:Alert the on-call person
- Not an emergency:Create the Notion work order
- App callAlert the on-call person
- App callCreate the Notion work order
- OutputEmail the tenant
- OutputLogged and acknowledged
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Tenant maintenance requestStarts when your tenant request form (on your website or portal) posts a request to this webhook: tenant, property, unit, the problem and access details.
- Step 2Classify the requestAI picks the trade (plumbing, electrical, HVAC…) and the urgency (emergency, within 24 hours or routine) using your rules, picks only your own pre-written safety steps that fit, and drafts the tenant's acknowledgement and the work order.
- Step 3Needs a look first?Acknowledgements go out automatically unless your rules ask to approve every one, or the request mentions an injury, a legal or habitability issue, an accommodation request or is unclear. Emergencies are never held.
- Step 4Check the acknowledgementA property manager reads the request and the drafted acknowledgement in Reviews, edits it (or the urgency) if needed and approves. Reject only spam or duplicates: nothing is created or sent.
- Step 5Rejected (spam or duplicate)Nothing was created or sent; the run history keeps the request.
- Step 6Emergency?Emergencies alert your on-call person in Slack straight away; every request then gets its Notion work order and acknowledgement.
- Step 7Alert the on-call personPosts the emergency to your on-call Slack channel with the tenant's phone number, what's wrong and what the tenant was told.
- Step 8Create the Notion work orderAdds the work order to your Notion maintenance database: title, status New, urgency, trade, property, unit, tenant and the full request.
- Step 9Email the tenantSends the acknowledgement (expected timeframe and only your own safety steps) to the tenant, with replies going to your maintenance inbox.
- Step 10Logged and acknowledgedThe run history keeps the request, the classification, the work order link and the email.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Fictional request from unit 3B, Maple Court: steady drip under the kitchen sink, cabinet floor soaked, permission to enter, one cat.
The agent produces
Plumbing, within 24 hours (or emergency if your rules say so). Work order created in Notion. The tenant gets your timeframe plus your pre-written step to close the valve under the sink.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Notion and Slack, connected in Settings → Integrations, and a Notion work-order database with the listed properties.
- A tenant request form or portal that can post JSON to a webhook.
- Your written emergency definitions, response times and safe interim steps.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Notion. Connect Notion and share your work-order database with the Fluxo Flow integration (Settings → Integrations → Notion).
- Connect Slack. Connect the Slack workspace your on-call person uses (Settings → Integrations → Slack).
- Paste your maintenance rules. Open “Classify the request” and replace the placeholder with your emergency definitions, response times, emergency line and your own pre-written safety steps.
- Pick the work-order database. Open “Create the Notion work order” and pick your account and database.
- Pick the on-call channel. Open “Alert the on-call person” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
- Add your maintenance inbox. Open “Email the tenant” and enter the address tenants' replies should go to.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your tenant request form.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Property managers running multiple buildings
- Landlords with an on-call maintenance rotation
- Maintenance coordinators tired of retyping requests
What it doesn't do
- It doesn't dispatch a vendor, book a time or promise a repair date, cost or compensation.
- It never writes its own safety or repair advice: tenants only get the steps you pre-wrote, plus “call 911 (or your local emergency number)” when anyone may be in danger. It is not an emergency service — tenants should always call emergency services first.
- It doesn't make legal or habitability decisions or handle accommodation requests; those go to a person.
- It applies the same written rules to every tenant and never uses protected characteristics.
- It doesn't read photos (the link is kept on the work order).
We list the limits up front so you can decide before you buy.
Price
$99 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Maintenance Request Triage.
Could the AI give tenants bad safety advice?
It never writes its own. Tenants get only the interim steps you wrote, plus call 911 first when anyone may be in danger. It isn't an emergency service, and sensitive requests always wait for a person.
Does it send a technician?
No. It classifies, files the work order, alerts on-call and acknowledges the tenant. Your team dispatches, schedules and quotes as usual.
How long until it's running?
About 20 minutes: connect Notion and Slack, paste your emergency definitions, response times and safe interim steps, pick the work-order database and on-call channel, then Dry Run.
Is it worth the money?
It's a one-time unlock that never renews, instead of someone watching the inbox around the clock. Live runs need a paid plan and your own AI key; Dry Run is free.
What should the form send?
A JSON POST with tenant_name, tenant_email, tenant_phone, property, unit, description, permission_to_enter, pets, best_times and photos_url (a link, optional). Field names must match; your form or site posts them with the webhook's signature header.
Where do the safety tips come from?
Only from the safe interim steps you write in the rules (e.g. “turn the water off at the valve under the sink”). The agent picks the ones that fit; it never writes its own. When anyone may be in danger it always adds “call 911 (or your local emergency number) now”.
What Notion database do I need?
A database with the properties Name (title), Status (select), Urgency (select), Trade (select), Property (text), Unit (text), Tenant (text), Tenant email (email), Received (date). Share it with the Fluxo Flow integration (••• → Connections).
Is this a subscription?
No. Maintenance Request Triage is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Maintenance Request Triage to work.
Free account, no credit card. Your Agents page opens with Maintenance Request Triage ready to buy and set up, then Dry Run it before it goes live.