Maintenance Dispatcher Agent
Keep maintenance requests moving after hours.
The agent takes requests from the channels you connect, gathers details, and follows your response protocol. It can contact your on-call team or vendors within approved limits, then record what happened.
This is a starting design that we adapt to your company. Before we agree on a plan, we confirm what the agent can access, your approval rules, and what the finished task looks like.
Your team spends less time passing messages between residents, vendors, and each other.
It starts with
- A text at 2am
- An email or portal request
- A voicemail
- A scheduled check
- Checks your response protocol
- Collects the relevant details
- Contacts the right on-call person
- Sends approved next steps
You get
- Resident response recorded
- On-call technician paged
- Vendor response recorded
- Work order logged
This is how the agent works once it’s set up and approved. If a record is missing, a connection fails, or a person needs to decide, it goes to your team. It isn’t marked done until the agreed result is confirmed.
What the agent can access
Reads only
- On-call schedule and backup contacts
- Vendor list by trade
- Owner approval thresholds
- Current local weather
Can change
- Your business phone line
- Property, unit and work orders
Coverage depends on the connected channels, vendor availability, and your approved response protocol. Live call answering requires a separately scoped phone setup; voicemail processing is not the same service.
When the agent stops and asks
Within your approved rules
- Answering the resident
- Your approved troubleshooting messages
- Dispatch within your cost threshold
- Scheduling a vendor
Asks you first
- Anything over your spending limit
- Any decision to charge a residentalways
- A resident who sounds frightened or angryalways
- The third occurrence in the same unit
Never, at any stage
Replace your emergency response service or decide who owes repair costs.
Your existing emergency coverage stays active during testing. Before launch, we agree who receives urgent alerts, who backs them up, and which actions are authorized. Unclear or unanswered requests go to a person.
Where this can save your team time
It saves the time your team spends collecting request details, contacting vendors, and updating work orders. Your team stays responsible for emergencies and exceptions.
Agents that work alongside it
Questions about the Maintenance Dispatcher Agent
What does the Maintenance Dispatcher Agent do?
The agent takes requests from the channels you connect, gathers details, and follows your response protocol. It can contact your on-call team or vendors within approved limits, then record what happened.
What does the Maintenance Dispatcher Agent need access to?
Coverage depends on the connected channels, vendor availability, and your approved response protocol. Live call answering requires a separately scoped phone setup; voicemail processing is not the same service.
What will the Maintenance Dispatcher Agent never do?
Replace your emergency response service or decide who owes repair costs. Your existing emergency coverage stays active during testing. Before launch, we agree who receives urgent alerts, who backs them up, and which actions are authorized. Unclear or unanswered requests go to a person.
Here’s how one maintenance request moves from message to work order.
This is a made-up example, not a real client or a promise about response times. The actual steps depend on your maintenance rules and software.
- Resident requestThere is a leak under the kitchen sink in Unit 4B.
- Details collectedThe agent asks the questions from your approved maintenance rules and records the resident’s answers.
- Response protocol checkedThe agent checks the details against those rules. If something sounds urgent, unclear, or the resident is upset, it goes straight to the person you chose.
- Authorization checkedIn this example, the next step needs approval. The request waits until the person you chose approves it.
- Vendor coordinationOnce it’s approved, the agent contacts one of your approved vendors and records the reply. If nobody confirms, it alerts your backup contact instead of reporting a booking.
- Work recordedThe resident gets the approved update. The request, the approval, the vendor’s reply, and the next step are all saved in your software.
Your current emergency service stays responsible while we test. Before launch, we agree on and test who gets urgent alerts, what the agent is allowed to send out, and who the backup contacts are.
Tell us what’s taking up your team’s time.
On the first call, we’ll learn about your work and tell you about Openhour. We won’t talk about pricing yet. Then we’ll schedule a second call to walk you through a proposal.