Triage and approve a maintenance job

Where jobs land

Every maintenance job — whether it came in from a tenant via WhatsApp, the tenant portal, or one you logged yourself — appears at /jobs in your left nav. The list shows:

• Status badge: New, Assigned, In progress, Completed, or Failed.
• Urgency score with colour: 5 red (emergency), 4 orange (urgent), 3 amber (high), 2 blue (medium), 1 grey (low).
• Property address.
• Issue summary (Claude-written).
• When it came in.

The dashboard's "Open Jobs" stat card and any overdue alerts also link here.

Step 1: Open the job

Click any row in /jobs to land at /jobs/{id}. The detail page shows:

• AI summary card — issue type, suggested trade, urgency score, plain-English summary.
• Conversation thread — every message between the tenant and PropFlow (or you), chronologically. WhatsApp / SMS / email / app messages and system notices intermixed.
• Evidence grid — photos the tenant attached.
• Status and timeline — every state change with timestamps.
• Actions — Assign Tradesperson, Add note, Update status.

Step 2: Sanity-check the AI triage

Read the AI summary, the tenant's original message, and any photos. Override any field that's wrong:

• Issue type — if Claude said plumbing but it's actually electrical, change it. Affects which Power Team tradespeople show up as options for dispatch.
• Required trade — pick a different trade if the issue spans categories.
• Urgency — bump up or down based on what you know. Photos are usually decisive.

Any override you make is logged. Over time this trains the team's understanding of what your portfolio actually looks like.

Step 3: Dispatch to a tradesperson

1. Click Assign Tradesperson.
2. A dropdown shows your Power Team — tradespeople you've previously added. The list is filtered by trade match (so a plumbing job only shows plumbers).
3. Pick someone, or click Enter new tradesperson to add someone fresh. New tradespeople count toward your tier's Power Team cap.
4. Click Assign.

PropFlow sends the tradesperson a WhatsApp message with the property address, the AI summary, and the urgency. They reply yes to accept or no to decline.

Power Team caps per plan

"Per period" means per billing period (monthly or annual depending on your plan). On hitting a cap, the UI shows an upgrade prompt. There's no overage billing — you upgrade or wait until reset.

Step 4: Track the job

The job status updates automatically as things happen:

• new — just created, awaiting AI triage.
• triaging — Claude classifying (usually milliseconds).
• triage_failed — Claude failed; manual classification needed.
• briefed — triaged, awaiting your dispatch.
• assigned — tradesperson chosen, offer sent.
• accepted — tradesperson replied yes.
• in_progress — work underway.
• completed — work done.
• cancelled — job abandoned (tenant withdrew, you cancelled, etc.).
• landlord_unreachable — notifications to you failed repeatedly.

Step 5: Close the job

When the tradesperson reports the job done (via WhatsApp or you mark it manually), set the job to Completed. Optionally enter the job value (in pence) for your own records and audit log. PropFlow doesn't charge or invoice — this is informational only.

What's not yet built

Honesty: a few things you might expect from a maintenance system aren't in PropFlow today.

• Quote / approval workflow. No structured way for a tradesperson to submit a quote, get approval, then start work. Today, you discuss cost with the tradesperson directly (WhatsApp / phone), they accept the offer, work happens. Quote tooling is on the roadmap.
• Marketplace fallback. If you hit your Power Team cap or no one in your team can take the job, PropFlow doesn't yet route to a public marketplace. You'd need to add a new tradesperson manually. Marketplace is out of scope for the current phase.
• Payment processing. PropFlow doesn't collect or pay invoices on your behalf. You and the tradesperson settle directly.

Common gotchas

• AI mislabelled the trade. Always override before dispatching — sending a plumbing job to an electrician wastes both their time and yours.
• Tradesperson doesn't reply to the WhatsApp offer. PropFlow retries once; after that, the job stays assigned but unaccepted. Reassign to someone else manually.
• Emergency jobs don't auto-skip Power Team selection. Even urgency-5 jobs need you to pick a tradesperson. PropFlow notifies you instantly so you can do this fast.
• Completed status doesn't auto-archive the conversation. The thread stays visible in /jobs/{id} and is included in any tenancy message export.

Next steps

• How tenants report maintenance issues — the tenant-side view of this flow.
• Your trial, plans, and billing — for Power Team caps and upgrades.