Your property management workbook.

A short working session for you and your team, about 30 minutes. Don't just read it, fill it in. By the end you'll have your comms load mapped, your maintenance triage and arrears sequence drafted, your inspections and renewals on a calendar, and a 90-day plan to roll it out. Type straight into the boxes and save as a PDF, or print it and write on it.

The idea, in brief. Property management is a communications machine: a single maintenance request can mean 8 to 12 messages. AI runs the predictable relaying, triage, owner approval inside a spend limit, booking, access, follow-up, arrears nudges, inspection notices, renewal reminders, so your team keeps the judgement. Use the platforms you already have (PropertyMe or Console Cloud), keep a human on the urgent, the formal and the sensitive, and treat tenant data as personal information under the Australian Privacy Principles.

1Your comms-load audit

For one typical week, jot down roughly how many messages and how much time each job eats. You don't need to be precise, you need the shape. The biggest leak is almost always maintenance.

Type of comms	Messages / week	Hours / week

Biggest leak to fix first:

2Your maintenance-triage flow

Map the chain so you can see which links a machine runs and which stay with a person. The owner's spend limit is the line between "just handle it" and "ask a human".

Owner spend limit for routine repairs (auto-handle below, ask above): Always flag straight to a person (urgent safety): Triage questions the assistant asks the tenant: Tradie panel and how a job gets dispatched:

3Your arrears follow-up sequence

Write the firm-and-friendly wording now, while you're calm, so it lands consistently for every tenant. Tune the days to your process and your state's rules. Then set the line where a case leaves the automation.

Stage 1 (day 1-2, gentle nudge): Stage 2 (around day 3-5, firmer overdue notice): Stage 3 (serious arrears, clear and professional): Where a case leaves the sequence for a person (breach, hardship, judgement):

4Your inspections and lease-renewal calendar

Both run to a known calendar, so set the cadence and the notice rules once. Get the entry notice and minimum notice period right for your state or territory.

Routine inspection cycle (how often) and how they're batched: Entry notice wording + minimum notice period for our state/territory: Renewal trigger (how many days before the end date, e.g. 60-90): Renewal steps (confirm owner wishes, propose terms, chase signature, rent-increase rules to check):

5Your 90-day plan

One win at a time. Prove it, then add the next. Tick what's true and write the specifics where it asks.

Days 1-30 (audit, then the biggest leak, usually maintenance triage): Days 31-60 (the arrears sequence): Days 61-90 (inspections, renewals, after-hours assistant): Tenant data stays in our secure platform, never pasted into a consumer chatbot. We've written a one-page rules sheet: what's automated, what always goes to a human, how tenant data is protected. Platform we'll build this on (PropertyMe, Console Cloud, other):

Your property management workbook.

Sent, thanks.