Maintenance triage & vendor coordination
A repair report comes in and someone has to work out how urgent it is, who to send, and then chase the job until it's actually done. This agent reads the report, classifies its urgency against rules your agency sets, matches it to the right contractor from your list, and tracks the job through to close. The point is that a routine leak and a no-heat-in-January report don't wait in the same queue.
Step by step
Connect the inbound channel
The agent reads reports as they arrive — by email, portal message or webform — rather than waiting for someone to re-key them.
It classifies urgency
Each report is checked against the urgency rules your agency sets (no heating or hot water, flooding and gas concerns rank differently to a dripping tap).
It matches the right contractor
The report is matched to a contractor by trade and coverage area from your approved list.
It drafts the job instruction
A job instruction goes out to the contractor with the report's details attached.
It tracks the job to close
Status is tracked from instruction to completion, so a job doesn't go quiet without anyone noticing.
Tenant and landlord are kept informed
Notifications are drafted at each step; emergency-tier reports are flagged for an immediate call, not just queued.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelProperty managers handling inbound repairs across a portfolio, who want urgency sorted correctly the first time, not after a tenant calls a second time.
Escalation
When it asks a personEmergency-tier issues are flagged for an immediate human call rather than queued like a routine job; routine job instructions still go out under your agency's name, reviewed per your co-build setup.
Applications & Rights
Which tools it uses, and what it may do in each
GmailReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.
NotionReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Property managers handling inbound repairs across a portfolio, who want urgency sorted correctly the first time, not after a tenant calls a second time.
What you’ll need
- Inbound repair channel connected (email, portal or webform)
- Contractor list by trade and coverage area
- Urgency rules agreed with your agency
- Emergency escalation contact named
What you get
- An urgency-classified report
- A routed job instruction
- A job status tracker
- Tenant and landlord notifications drafted
What it doesn’t do
It classifies and routes against the rules you set — it doesn't diagnose the fault itself or guarantee a contractor's availability. Emergency-tier reports are escalated to a person immediately rather than handled end-to-end by the agent.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
What counts as emergency-tier?
Whatever your agency sets in the co-build — no heating or hot water, flooding, gas concerns are typical starting rules. Anything in that tier is flagged for an immediate call, not queued for the normal cycle.
Does it pick the contractor for us?
It matches by trade and coverage area from the list your agency approves — it doesn't add a new contractor to that list on its own.
What if it misjudges the urgency?
The classification is visible on the job, not hidden — a property manager can re-tier a job at any point, and that correction is exactly the kind of feedback that improves the rules.
Does the tenant know what's happening?
The agent drafts the update at each step; whether it's your agency's voice sending it or the agent posting directly is set in the co-build, but nothing changes tier or contractor without that step being visible.