chat

WhatsApp Maintenance Bot

Your staff already use WhatsApp. Now their messages automatically become tracked work orders -- no app download, no training, no behavior change.

The Problem

Maintenance requests pile up in WhatsApp group chats and get lost
No way to track which issues were addressed and which were forgotten
Managers spend time manually copying requests into spreadsheets or work order systems
Staff resist downloading new apps -- they already have WhatsApp open all day
No accountability: who reported it, who fixed it, how long did it take?

The Solution

PropertyPlex gives your property a dedicated WhatsApp number
Staff text a description of the problem -- AI reads it and creates a work order automatically
Photos attached to the message are added to the work order
The requester gets status updates via WhatsApp as the issue is worked on
Every request is tracked, measured, and reportable -- nothing falls through the cracks

How It Works

Example Conversation

Maria (Housekeeping)

Room 305 AC is not cooling, guest complained9:14 AM

Work Order #247 created: AC not cooling
Room: 305 (East Wing)
Priority: High (occupied room)
Category: HVAC9:14 AM

Carlos (Housekeeping)

lobby bathroom faucet leaking again10:02 AM

Work Order #248 created: Faucet leaking
Room: Lobby Bathroom
Priority: Normal
Category: Plumbing10:02 AM

Later that day...

Maria, WO #247 has been completed by Danny.11:45 AM

Behind the Scenes

Staff sends a WhatsApp message to your property's dedicated bot number
AI reads the message and extracts the issue, room number, category, and priority
If the room is ambiguous (e.g., "305" could be in two buildings), the bot asks which one
Work order is created in PropertyPlex with all details and any attached photos
Push notification sent to your maintenance team via the PropertyPlex app
Bot confirms back to the requester with the work order number and details
As technicians claim, work on, and complete the order, the requester gets WhatsApp updates

What You Get

smart_toy AI-Powered Classification

AI reads natural language messages in any format and extracts structured work order data -- title, room, category, priority. No templates or forms needed.

photo_camera Photo Attachments

Photos sent with messages are automatically downloaded and attached to the work order. Technicians see the problem before they walk to the room.

notifications_active Real-Time Status Updates

The person who reported the issue receives WhatsApp messages when the work order is claimed, in progress, or completed.

meeting_room Smart Room Matching

AI understands your building names, room numbers, and nicknames. Configure custom instructions to match your property layout.

priority_high Automatic Priority

Occupied rooms are automatically escalated to high priority. AI detects urgency from message context (water leak, safety issue, guest complaint).

assessment Chat Analysis Reports

Upload existing WhatsApp group chat exports for AI-powered reporting -- issue trends, category breakdown, volume charts, exportable PDFs.

Common Scenarios

cleaning_services

Housekeeping

Staff spot issues during room turns and text the bot instead of writing it down or forgetting

room_service

Front Desk

Guest reports a problem at check-in -- front desk texts the bot and the work order is created instantly

engineering

Maintenance Rounds

Technicians doing walkarounds snap a photo and text it to the bot for items they can't fix right now

nightlight

Night Shift

Night staff text issues they discover -- the work order is waiting when the day crew arrives

landscape

Grounds & Exterior

Groundskeeping staff report issues in common areas, parking lots, and exterior without needing the app

supervisor_account

Management

Managers text issues they spot during property walks -- same workflow as every other staff member

Why It Matters

60%

of hotel staff already use WhatsApp daily

training required -- they already know how to text

30s

average time from message to tracked work order

100%

of requests tracked and measured

No app download required. Staff don't need to install PropertyPlex to submit work orders. They text the bot from the WhatsApp they already have. Only technicians and managers who need to claim and manage work orders use the PropertyPlex app.

Included With Your Plan

Professional
$99/mo
Up to 20 properties
Dedicated WhatsApp number per property
AI message classification
Photo attachments
Status notifications
Custom bot instructions
Chat analysis reports
PMS connector integrations

Enterprise
$500/mo
Up to 200 properties
Everything in Professional
Up to 200 WhatsApp numbers
Organization-level management
1,000 user accounts
Priority support
API access

No additional setup fees. We provision the WhatsApp number and handle the configuration.

Getting Started

Setup takes 2 minutes

Go to System Admin > Integrations in your PropertyPlex dashboard
Click Add Connector and select WhatsApp Bot
Select the property this bot should serve
Your dedicated WhatsApp number and credentials will be provided by PropertyPlex
Optionally, add Bot Instructions describing your room numbering and building layout
Share the number with your staff -- they can start sending requests immediately

Ready to stop losing maintenance requests?

Start your 30-day free trial. No credit card required.

Get Started Free

arrow_back Back to Docs | Technical Setup Guide