Property Management Operations Assistant
Example · Property Management
Context
Property management teams often have information spread across leases, building manuals, email threads, ticketing systems, and internal documents. Coordinators and managers spend time re-answering similar questions and manually stitching together context.
What this assistant does
Flowtica designs a private operations assistant that helps your team answer building and workflow questions quickly and consistently. Instead of browsing folders or asking a colleague, your team can ask:
- “What are the quiet hours in Building C?”
- “What is the pet policy for new tenants?”
- “How do we handle an after-hours elevator outage in this building?”
- “Which vendor is responsible for HVAC maintenance at this property?”
The assistant responds with grounded answers and links back to the underlying documents or procedures, and can also draft structured maintenance tickets for your existing system.
Architecture at a glance
The diagram below shows the high-level pattern we use. It is intentionally tool-agnostic: the same approach works whether your documents live in shared drives, a DMS, or other repositories, and whether you prefer one language model provider or another.
Your documents & systems
- Leases and addendums
- Building manuals and emergency procedures
- Policy / SOP documents
- Existing ticketing or work-order tools
Private workflow engine
- Runs on a small server you own (your cloud or a dedicated hosted instance)
- Ingests and keeps an index of your documents
- Defines how to react to different question types and triggers
Language model
- Receives only the relevant document snippets and the user’s question
- Drafts clear, grounded answers with citations
- Can propose actions (for example, create a maintenance ticket) instead of acting alone
Your team & tools
- Staff use a simple web or chat interface to ask questions
- Draft tickets or emails are sent into your existing tools for review
- Feedback is captured so the workflows and prompts can be refined
How it behaves in practice
- A coordinator asks a free-text question, such as: “Tenant in unit 804 reports water coming from the ceiling. What should we do?”
- The workflow engine retrieves the relevant sections from your emergency procedures and building notes.
- A language model drafts a step-by-step plan grounded in those documents and cites where each step came from.
- The workflow prepares a draft work order with building, unit, category, and suggested urgency, ready for human approval in your existing system.
Data ownership & deployment model
We avoid tying you to a single, opaque stack. Instead, we deploy a small workflow engine in an environment that you control:
- either in your own cloud account, or on an isolated hosted instance dedicated to you;
- connected to your existing document storage and ticketing tools;
- using a language model provider you are comfortable with, which can be changed later if needed.
Your documents remain in your environment. The assistant only sends the minimum necessary text snippets to the model, and the workflow can be inspected, monitored, and adjusted over time.
Where we fit in
Flowtica’s role is to work with your team to define which questions matter most, which documents are considered authoritative, and how the assistant should behave when it is not confident. We then design, implement, and operate the workflow so that it behaves like part of your infrastructure, not a one-off experiment.