WhatsApp AI agent for property management: resident questions, facility bookings and fault reports handled without a queue at the management office
A condo management office gets the same messages every day: when is the maintenance fee due, how do I book the BBQ pit, the lift is stuck, can I renovate on Sunday. Two staff answer them between site walks. An AI agent answers the rules and fees, logs the fault with a photo, and routes the lift to the on-call number.
Quick answer
Put a WhatsApp AI agent on the management office number with house rules, fee schedules and due dates, facility booking rules, renovation and move-in procedures, forms and a facilities-availability note as knowledge. It answers residents, logs fault reports with unit number and photo onto the lead's card, and handles facility bookings by policy. Emergencies get the on-call number and immediate handover; disputes and payments stay with staff. ReplyKit does this from $29 a month.
What the agent handles
Automate
- House rules, by-laws in plain language, quiet hours, pet and renovation rules.
- Maintenance fees, sinking fund, due dates, payment methods and late-payment rules as published.
- Facility bookings: BBQ pit, function room, courts, by policy and an availability note, or as bookable services.
- Fault reports: unit number, location, description, photo, saved as a lead for the maintenance team.
- Move-in and move-out procedures, renovation permits, forms and documents.
- Visitor registration rules, parking, access cards.
- Replies in Malay, English or Chinese.
Keep with a person
- Emergencies: lift entrapment, fire, flooding, security. The agent gives the on-call number and hands over at once.
- Payment disputes, arrears and legal notices.
- Complaints about neighbours and enforcement decisions.
- Contractor and vendor matters.
Fault reports that arrive complete
Instruct the agent to collect unit number, exact location, a one-line description and a photo for every fault, then confirm a ticket note back to the resident. The maintenance team opens the lead with everything needed. Residents get an instant acknowledgement instead of silence, which is most of what they want. Emergencies bypass the intake: anything with "stuck", "fire", "flood" or "break-in" triggers the on-call number first.
Setup for a management office
- Use a dedicated number. ReplyKit connects your number through Meta's official WhatsApp Business Platform: keep the number you already use in the WhatsApp Business app and the agent works alongside it, or add a dedicated number. Personal WhatsApp numbers cannot be connected. Keep your long-standing number out of it; see Meta's messaging limits explained
- Upload the house rules and fee schedule; write procedures, forms and the facilities note as text.
- Add bookable facilities as services where slots are fixed.
- Instruct emergency routing and the fault intake.
- Connect the number through Meta's sign-in and test with "lift stuck on level 12" and "can I book the BBQ pit Saturday?".
Frequently asked questions
Can residents report faults through the agent?
Yes. It collects unit, location, description and photo, and the maintenance team sees it as a lead.
What happens in an emergency?
The agent gives the on-call number immediately and hands over. Instruct the trigger words.
Can it book facilities?
Yes, as services with fixed slots, or by policy from an availability note.
Does it answer fee questions?
From the published schedule and due dates. Arrears and disputes go to staff.
How much does it cost?
From $29 a month for one number and 1,000 replies. Managers of several buildings use the $49 or $99 plans with one agent per building.
The management office, answered at 8pm
Rules, fees, facilities, fault intake, emergency routing, connect your number through Meta's sign-in. 7-day free trial.
Sources and further reading
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- ReplyKit, Will WhatsApp ban my number for automation? · how Meta's messaging limits and quality rating work
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.