Operations

Inspection Scheduling Agent

Sends tenant reminders, generates manager calendar invites, and auto-files inspection reports on completion so the full cycle runs without manual coordination.

Overview

The Inspection Scheduling Agent automates the entire property inspection workflow. Tenant reminders, manager invites, and report filing all happen automatically.

What Inspection Scheduling Agent Solves

Scheduling inspections requires manual coordination with tenants and managers. Reminders aren't sent. Reports don't get filed. Follow-up is sporadic. Inspection Scheduling Agent sends tenant reminders, creates manager calendar invites, files completed reports, and tracks findings. Inspections run on schedule with no manual work.

How It Works

Inspections are scheduled once. The agent sends tenant reminders, creates manager invites, logs reports, and tracks follow-up items.

Inspection Scheduling & Tenant Notification

The agent receives inspection date and property details. Tenant reminders are sent at 7 days and 2 days before.

Receive inspection date, property, tenant contact

7 days before: send SMS/email 'Inspection coming [date] at [time]. Please ensure [requirements]'

2 days before: send reminder SMS with manager contact info

Provide: inspection checklist (if applicable), parking info, access instructions

Manager Coordination & Calendar Integration

Property manager is notified and calendar invite is created. Manager can confirm or reschedule.

Create calendar event: property, date, time, tenant contact

Send to manager: email with inspection details and checklist

Manager can reply: 'Confirmed', 'Need to reschedule', or request rescheduling

If reschedule request: automatically offer alternate times

Report Filing & Follow-Up Tracking

Completed inspection report is received. Findings are logged and follow-up items are tracked.

Receive inspection report (PDF, photo, or form submission)

Auto-file: store in property inspection folder with date

Extract key findings: maintenance items, safety issues, repairs needed

Create follow-up tasks: 'Fix [item] by [deadline]'

Alert property manager: 'Inspection complete for [Property]. [Key findings]. Action needed: [tasks]'

Key Benefits

✓Tenant reminders ensure someone is home for inspection

✓Manager calendar integration prevents scheduling conflicts

✓Auto-filing ensures reports are organized and retrievable

✓Follow-up tracking ensures maintenance items don't get forgotten

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