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How to manage Maintenance Requests as a Property Manager

Context:

Once Maintenance Agent (Beta) is fully activated, a new Maintenance Agent tab will be available in the ButterflyMX OS for property admins. This is the central hub for viewing and managing all maintenance requests submitted by residents.

Maintenance_tab_landing_page (1).png

What to do:

  1. Resident Submits a Request
    • Residents submit maintenance requests directly in the ButterflyMX app via text, voice note, or photo.

    • (Alternative) You as the admin can also create the request and assign a technician from the ButterflyMX OS. This may be the route to take if the resident walks into the leasing office and asks for a repair or they call the maintenance supervisor directly. Those alternative steps are below:

      1. Create a new request, select the appropriate technician category (e.g., HVAC, electrical, pest control), and assign them to the request.

        Create_new_request_modal (1).png

      2. You can also create new technicians from the section pictured below

  2. Review requests in the ButterflyMX OS

    • Log into the ButterflyMX OS and navigate to the Maintenance Agent tab, where all incoming requests are visible.

  3. Schedule the appointment, or the AI Agent can contact the technician on your behalf to schedule appointment

    • Once a technician is assigned, notify the technician and schedule the appointment.

      Request_Scheduling_modal (1).png

    • Alternatively- the AI call agent can autonomously reach out to the technician to schedule a service call and confirm their next available time slot.

      Screenshot 2026-07-17 at 7.05.04 PM.png

  4. Once the appointment is scheduled in the ButterflyMX OS, both the resident and technician are notified automatically

    • The notification is delivered to the resident via the ButterflyMX mobile app.

  5. The technician receives the request information via the Technician Portal

  6. Technician Accesses Property

    • The technician receives a time-limited access code tied to the work order, granting them the appropriate building access for the duration of the service call. Admins can also edit the request if they receive further updates from the resident

  7. Complete the Request

    • Once the service call is completed and the issue is resolved, mark the maintenance request as complete from the ButterflyMX OS. The technician's access code is automatically revoked.