Available Mid-November:
The Property Assistant is an AI-powered assistant in the mobile app and web Dashboard. Tenants can use it to submit Work Orders, ask questions, and report building issues by typing in plain language, without having to fill out forms. This article explains the Property Assistant's key features, how tenants use it, and how building teams can find and manage the Work Orders it creates.
Please note: The Property Assistant requires coordination with Cove. Please reach out to your Customer Success Manager or techsupport@cove.is to turn this on.
Key Features
- Work Orders through chat: Tenants describe the issue (for example, "The AC isn't cooling in suite 302" or "Need extra trash bins in the kitchen"), and the Assistant collects the details it needs.
- Location detected automatically: The Assistant uses the tenant's profile and assigned locations to fill in their company, building, floor, and suite.
- Photos and attachments: Tenants can upload multiple images (JPG, PNG, or HEIC) in the chat so maintenance engineers can see the issue.
- Preview and edit before submitting: The Assistant shows a Work Order Preview card, and tenants can check or edit the details before they submit. Nothing is submitted until the tenant approves it.
- Permission-based visibility: Tenants only see the categories, Issue Types, and locations their account has access to.
- Same routing as the standard form: Work Orders submitted through the Assistant are created and routed the same way as Work Orders submitted through the standard form.
Submitting a Work Order with the Property Assistant
These steps are for tenants and other users submitting a request.
Step 1: Open the Chat
- On mobile: Tap the Property Assistant card on the home screen, or select it from the quick-action menu.
- On the web Dashboard: Open the Property Assistant chat drawer from your portal.
Step 2: Describe Your Request
Describe the issue in your own words. You can give all the details at once, or the Assistant will ask for what it needs, such as the location or how urgent it is.
Example: "Can someone come check the thermostat on the 4th floor? It's reading 78 degrees."
Step 3: Confirm or Select Options
- Tenant and location: If your account has only one suite, the Assistant fills in your location for you. If you belong to several spaces or are reporting an issue in a shared suite, it shows options you can tap to choose the right building, floor, and suite.
- Issue category: The Assistant matches your request to the right Issue Type (for example, HVAC / Temperature or Cleaning / Janitorial). If it isn't sure, it shows choices you can tap.
Step 4: Attach Photos (Optional)
To upload photos of the issue, such as a leaking pipe or a damaged door, tap the camera or photo icon in the chat or on the preview card.
Step 5: Review the Preview and Submit
- Review the Work Order Preview card.
- The Timing field is set to ASAP by default. If you'd like the work done at a scheduled time instead, change it.
- Select Submit Request. You'll get a confirmation message and a Work Order tracking number right away.
Note: For urgent emergencies, such as active flooding, a fire, or an immediate security threat, contact your building's security desk or emergency hotline directly. Don't submit a Work Order.
Managing Property Assistant Work Orders
These sections are for Building Admins and property staff.
Identifying Work Orders Created by the Property Assistant
- Go to the Work Orders module.
- Look for the following:
- Table view: Requests submitted through the Assistant show a sparkle icon (✨), and the Source column shows Property Assistant.
- Detail page and drawer: The submission details show ✨ Property Assisted Drafted.
- To see only Work Orders created by the Assistant, use the Source filter on the Work Orders table.
Note: Building teams don't need to change anything about how they handle these Work Orders. They appear in the queue like any other request.
Permissions and Visibility
- Internal-only categories: Tenants never see Issue Types that are marked internal or restricted to staff.
- Tenant restrictions: The Assistant follows your site's suite visibility and permission settings, so tenants only see the suites and locations they have access to.
Property Assistant Settings
Building Admins can manage the Property Assistant from the Property Assistant Settings page. From there, you can:
- Choose what the Assistant knows about: Select which modules the Assistant can use to answer tenant questions. Options include Highlights, Events, Spaces, Meet the Team, and Handbooks / Tenant Resources. The Assistant only uses content from the modules you turn on.
- Control who can use the Assistant: Use the Property Assistant Visibility setting to choose whether tenants can access the Property Assistant.
Who Can Use the Property Assistant
The Property Assistant Visibility setting controls which users can access the Assistant:
- Tenant visibility off (default): Only Building Admins and Building Managers can access and use the Property Assistant.
- Tenant visibility on: All users can access and use the Property Assistant, including Tenant Admins, tenant users, and employees.
Note: Only Building Admins can access the Property Assistant Settings page.
Frequently Asked Questions
What happens if the Assistant misunderstands my request?
You can add more detail in the chat at any time. You can also select Edit Details on the Work Order Preview card and choose the correct category, location, or timing yourself.
Where can I track Work Orders I've submitted?
Work Orders you create through the Assistant appear right away in your Requests tab on mobile and on the web. There, you can see status updates, comments from engineers, and resolution history.