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Log and prioritise every repair request from one form
Tenants report repairs through one form; each request is logged, sorted by urgency and answered with a clear acknowledgement.
When to use it
Set up once, then every time a repair is reported
Step by step
Create a repair request form
In Google Forms, ask for property and flat reference, contact details, what's wrong, where, since when, whether it's getting worse, photos, and access times. Add a clear line telling people to phone your emergency number for gas leaks, floods or no heating.
Log responses in a sheet
Link the form to a Google Sheet and add columns for urgency, contractor, status and date fixed.
Triage new requests with AI
Once or twice a day, copy new rows into your AI assistant with this prompt. Leave out contact details.
Prompt to copyHere are new repair requests from tenants. For each: 1) Urgency: Emergency (same day), Urgent (within 3 working days), Routine (within [x] weeks), using our policy: [paste your response times], 2) Likely trade needed, 3) A friendly two-sentence acknowledgement email to the tenant saying what happens next and when. If anything sounds like a safety risk, put it first and mark SAFETY. Requests: [paste]Send acknowledgements with templates
Paste the urgency and trade into the sheet, and send the acknowledgements from Gmail using saved templates for each urgency level.
Check urgent ones yourself
Always read safety and emergency items yourself and act on them straight away. Don't rely on the AI's triage alone.
What you get
SAFETY | Flat [4] | Water coming through ceiling light | Emergency, electrician and plumber Flat [9] | Kitchen tap dripping | Routine, plumber Ack: 'Thanks for reporting the dripping tap. We've logged it and a plumber will contact you within 10 working days to arrange a visit.'
Tips
- Set the form to show your emergency phone number at the top. A form is not the right channel for emergencies.
- Store tenant contact details only in the sheet, not in the AI chat.