Automatically triage and route tenant complaints by urgency

AI sorts every tenant complaint by urgency, alerts your team for urgent issues, and sends the tenant a personalized reply.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"tenant complaint submitted"]:::trig s0["classify complaint urgency"]:::task s1["send acknowledgment email"]:::svc s2[("log complaint in sheet")]:::store trig --> s0 s1 --> s2 gx{"× is complaint urgent"}:::gate s0 --> gx p00["alert team in slack"]:::task gx -->|"urgent complaint"| p00 p01["create follow up task"]:::task p00 --> p01 p10["continue standard process"]:::task gx -->|"routine complaint"| p10 jn{"○ back to standard flow"}:::gate p01 --> jn p10 --> jn jn --> s1 out[/"complaints triaged and logged instantly"/]:::out pay{{"faster response to urgent issues"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsSpreadsheet & Database OpsReporting & AnalyticsAPI & Webhook Integration
Connects
SlackGmailGoogle SheetsOpenAI
Featured in

The problem it solves

Tenant complaints come in constantly, and figuring out which ones are emergencies versus routine requests eats up time your property team doesn't have. Urgent issues can get buried in the same queue as minor ones, and tenants are left waiting for any response at all.

Who it fits

A property management team handling a high volume of tenant complaints across multiple properties.

How it works

  1. Starts when a tenant submits a complaint through the portal
  2. AI classifies the complaint by urgency and type
  3. High-priority complaints trigger a Slack alert and a follow-up task
  4. The tenant receives a personalized acknowledgment email
  5. Every complaint is logged in Google Sheets for tracking
What you get

Complaints sorted by urgency for you

You get every tenant complaint sorted by urgency with a personalized reply sent and urgent issues flagged to your team.

What you get

Instant urgency-based routing, a Slack alert for urgent cases, and a logged record of every complaint.

What you need

Slack, an email account, Google Sheets, and an OpenAI account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Back to the AI Playbook