For residential property managers
Between residents' requests, contractors' replies and missing documents, work often passes from one person to another. A Digital Employee can help prepare and follow up defined recurring tasks, while decisions and authorisations remain with the appropriate people.
From report to follow-up
The building, affected area, available information and responsible person: collecting these details helps the team establish the next step. The workflow needs to reflect the channels, data and permissions actually available.
Illustrative example
“The landing light in Block B isn't working. Who should I report it to?”
A routine example for defining information gathering, handover and updates. Reports of possible hazards follow the urgent reporting procedure set by the management team.
The output to assess is a record showing the building, original report, status, owner and next step. Sending messages and any changes to business systems follow the rules approved for that assignment.
In the management team's day
You can start with one clearly defined task. For each one, we define sources, the expected output, when to pause and involve a person and the work that remains with your team.
Collects and organises requests from agreed channels, linking them to the building and the appropriate person.
Prepares details and attachments for assessment, making missing information and steps awaiting authorisation visible.
Prepares requests for availability, documents or updates according to instructions. Contractor selection and the instruction to proceed require authorisation.
Organises requested documents and prepares reminders using dates in approved sources, flagging missing details or information awaiting confirmation.
Prepares replies from verified information, respecting what the recipient may receive and which cases need a person.
Collects availability and prepares the necessary communications, keeping proposed appointments distinct from confirmed ones.
Collects the specified materials and drafts notices or summaries for review, without attributing decisions that have not been confirmed.
Prepares a summary of requests awaiting action, replies received, owners and next steps, with references to available sources.
Oversight and responsibility
Approving expenditure, instructing a contractor or handling a dispute requires the responsible, authorised person.
We define which steps can proceed, which need approval and who receives incomplete or sensitive cases. An appointment being booked, a contractor reporting work complete and a repair being checked remain distinct states. The Digital Employee prepares the context so that the responsible person can decide on the actual case.
Practical questions
We start with the actual task, the information available and the person who needs to approve the result.
This needs assessment for your setup. We examine the data, formats, access and operations the system permits. An initial scope may use authorised exports or existing documents; a direct connection or updates to the management system need specific checks.
The process can provide for drafts awaiting approval or direct replies within agreed limits. We define recipients, permitted sources and content, and conditions for pausing communications. Disputes, ambiguous requests or confidential information pass to the appropriate person.
Urgent reports follow the channels and contacts set by the management team. The workflow can collect and pass on information using agreed criteria, but it does not replace an emergency service or technical assessment. We also define what happens when a case falls outside the agreed rules.
They come from authorised documents or records, with an identifiable source and someone responsible for checking them. Missing, conflicting or outdated dates are flagged rather than invented. Before use, we define who confirms the information and which reminders may be sent.
Start with one building and one actual workflow. We can assess sources, tasks to delegate, permissions and the output your team needs.
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