AI voice assistants as an interface between tenants and tradespeople

Digitalisation has fundamentally transformed almost every area of life – and the property sector is no exception. Communication between tenants and tradespeople is often inefficient and prone to error. Artificial intelligence (AI) in the form of voice assistants offers an innovative solution: it can simplify workflows, increase transparency and markedly improve collaboration among all parties involved.

The challenge: communication between tenants and tradespeople

Intermediation between tenants and tradespeople is frequently cumbersome and time‑consuming, which can be frustrating for tenants, landlords and tradespeople alike. Instead of direct contact, many processes pass through several layers, complicating matters unnecessarily.

Tenant requests are often relayed through various intermediaries such as landlords, property managers or external service providers. The original facts are not always conveyed clearly, which prolongs the process and creates ambiguity.

These delays often lead to misunderstandings because important information is lost, incomplete or transmitted incorrectly. Repairs take longer, and satisfaction among all parties declines.

Urgent repairs – a burst pipe or power outage, for example – are particularly problematic. They are not always distinguished from less urgent issues such as a sticking door or wobbly piece of furniture. Without clear prioritisation, emergencies may not be addressed in time, causing great inconvenience to tenants and, in some cases, additional damage.

Co‑ordinating suitable appointments is another major challenge. Tenants who work full‑time and tradespeople with tight schedules must find overlapping time slots, which often proves difficult. These scheduling problems further delay solutions and add to the general frustration.

AI voice assistants as a solution

This is where AI‑powered voice assistants come into play. They act as a central interface, automatically capturing, categorising and prioritising requests. With natural‑language processing (NLP) the AI analyses the issue and assigns it to the correct category – plumbing, electrics or general repairs, for instance.

The assistant can also set priorities automatically. A broken boiler in winter, for example, is classified as more urgent than a faulty light switch. This system ensures tenants receive help more quickly and tradespeople can plan their workloads more efficiently.

Benefits for property managers and trades businesses

Automated appointment scheduling

After analysing the problem, the assistant suggests available time slots that take account of both the tenant’s and the tradesperson’s calendars. The time‑consuming back‑and‑forth of messages disappears because the voice assistant handles scheduling independently. Users can state their preferences and the AI does its best to accommodate them.

Greater transparency and traceability

Every step is documented, and tenants can check the status of their request at any time – for example, whether a tradesperson has already been commissioned or when the repair is expected. This transparency builds trust in the property manager and lowers frustration when problems cannot be solved immediately.

Conversation summaries

Voice assistants also generate concise conversation summaries. These capture the key points, avoid misunderstandings and help formulate clear work orders. They serve as documentation that can be referenced quickly if questions or conflicts arise, creating transparency and saving time for everyone involved.

Implementation challenges

Despite the many advantages, challenges remain. Data protection is crucial: capturing, processing and storing voice requests must comply with applicable regulations to safeguard users’ privacy. Initial acceptance can also be difficult for older generations, who may be less familiar with technology. Velentis has developed a unique solution in which all contact data are stored locally on a server, ensuring full compliance with data‑protection requirements.

Looking ahead

Integrating AI voice assistants into communication between tenants and tradespeople has the potential to improve efficiency, transparency and satisfaction for all parties on a lasting basis. As the technology advances, trust in AI grows and user‑friendliness improves, voice assistants could soon become an indispensable part of modern property management and trades operations.

The digital revolution in communication is in full swing, and AI voice assistants play a key role in that transformation. The future of the real‑estate industry will be smarter, more efficient and more customer‑oriented – thanks to the power of artificial intelligence.