Automated logging of tenant maintenance requests from multiple sources

Purpose

1.1. Centralize and standardize receipt of tenant maintenance requests from email, SMS, web forms, chat, and socials.
1.2. Route requests instantly to internal ticketing or facilities management systems.
1.3. Support multi-channel logging for faster response, tracking, and escalations.
1.4. Enable detailed reporting and reduce errors due to manual entry.
1.5. Deliver status notifications and audits for tenant communication and compliance.

Trigger Conditions

2.1. Incoming email flagged as a maintenance request.
2.2. New SMS containing maintenance keywords.
2.3. Webform submission received via company website or tenant portal.
2.4. Chatbot session logs maintenance issue.
2.5. Social DM or mention received on supported channels.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Webhook for inbound SMS, connected to parsing function detecting maintenance intent.
3.2. SendGrid
• Feature/Setting: Inbound Parse Webhook processing maintenance-tagged emails.
3.3. Gmail API
• Feature/Setting: Use 'watch' endpoint for maintenance@ inbox; process filtered threads.
3.4. Microsoft Graph
• Feature/Setting: Subscribed to shared mailbox events for support emails.
3.5. Zendesk
• Feature/Setting: Triggers for new tickets from email/SMS/chats with maintenance tags.
3.6. Freshdesk
• Feature/Setting: API for creating tickets from parsed requests; configure dispatch’r rules.
3.7. Salesforce Service Cloud
• Feature/Setting: Email-to-case, Web-to-case, Omni-Channel routing setup.
3.8. Slack
• Feature/Setting: Slack Events API to trigger on channel DMs, integrate with forms bot.
3.9. Microsoft Teams
• Feature/Setting: Bot Framework for chat requests, or webhook channels for form notifications.
3.10. WhatsApp Business API
• Feature/Setting: Webhooks triggered by messages with maintenance requests/keywords.
3.11. Facebook Messenger Platform
• Feature/Setting: Webhooks processing Page messages sent by tenants.
3.12. Instagram Graph API
• Feature/Setting: Webhooks for DMs via business profile, analyze for maintenance terms.
3.13. Typeform
• Feature/Setting: Webhook or API notifications for form completions using maintenance templates.
3.14. Google Forms
• Feature/Setting: Apps Script webhook for each form submission, parse for relevant details.
3.15. JotForm
• Feature/Setting: API submission notifications for “request” forms, connect to processing flow.
3.16. HubSpot Service Hub
• Feature/Setting: Support tickets API, create tickets when tagged request emails or forms arrive.
3.17. ServiceNow
• Feature/Setting: Inbound email action or Service Catalog API for new incident records.
3.18. Monday.com
• Feature/Setting: Forms API or webhook for incoming request rows on maintenance boards.
3.19. Trello
• Feature/Setting: Cards auto-created via Email-to-Board or Power-Up for web form submissions.
3.20. Zapier Webhooks
• Feature/Setting: Catch and parse incoming HTTP requests, dispatch to ticketing or notification tools.
3.21. Airtable
• Feature/Setting: API or Form responses auto-logged to maintenance tracking base.
3.22. Intercom
• Feature/Setting: Webhook for new conversations in maintenance topic, trigger workflow.
3.23. Asana
• Feature/Setting: API to auto-create task for each maintenance submission parsed from input.
3.24. Notion
• Feature/Setting: API creates or updates database items per maintenance request.

Benefits

4.1. Minimizes manual data entry errors, speeds up response.
4.2. Improves tenant satisfaction with multi-channel request support.
4.3. Ensures every request is logged, auditable, and traceable.
4.4. Facilitates reporting, trends, and resource planning.
4.5. Reduces response time and risk of missed or delayed maintenance.