Solutions
TenantFlow
AI-Powered Property & Tenant Operations
An operational intelligence layer for property teams — not another chatbot. TenantFlow turns tenant requests into classified tasks, assigned owners, tracked SLAs and closed loops.
The problem
Property operations break in the gaps between systems.
Requests arrive everywhere
Calls, messages and emails land with different people and never reach one operational record.
No consistent classification
The same issue is logged five different ways, so priority and SLA are guesswork.
Follow-up depends on people
Vendor coordination, status updates and closure rely on someone remembering to chase.
See it work
From tenant request to operational action.
Demo Residences — TenantFlow
Illustrative AI Demo
Read the full transcript of this illustrative ai demo
A maintenance request across a managed portfolio, logged, assigned and tracked.
- AI: Hi, you've reached the property support assistant. How can I help?
- Customer: Hi, the air conditioning in my apartment is running, but it isn't cooling properly.
- AI: I'm sorry about that. Let me get the issue logged correctly. Is it affecting the whole apartment, or mainly one room?
- Customer: It seems to be the whole apartment. The system turns on, but the air coming out just isn't cold.
- AI: Understood. Has this started today, or have you noticed it getting worse over the last few days?
- Customer: It started yesterday evening, but today it's definitely worse.
- AI: Thanks, that helps. I've identified your property as Marina Residence, apartment twelve zero four. Can you confirm that's correct?
- Customer: Yes, that's right.
- AI: Perfect. I'm recording this as an HVAC cooling issue affecting the full apartment. Is anyone at the property today if a technician needs access?
- Customer: Yes, I'll be home until around six this evening.
- AI: Great, I've added that availability to the request. I'm creating the maintenance task now and sending it to the property team so they can coordinate the next step.
- Customer: Okay, do you know when someone will contact me?
- AI: The request is logged and the response SLA has started. The property team will receive the issue details, your access availability and the full conversation summary, and you'll be updated as it progresses.
- Customer: Perfect, thanks.
- AI: You're welcome. Once the issue is completed, we'll also check back with you to make sure everything was resolved properly.
Workflow completed during this conversation
- Interaction recorded
- Property record updated
- Maintenance task created
- Property team assigned
- SLA started
Information captured
- Property: Marina Residence 1204
- Issue: HVAC / cooling
- Scope: Full apartment
- Tenant available until: 6 PM today
From property request to tracked resolution. TenantFlow by Progressive Solutions
End-to-end workflow
One operational layer, from request to resolution.
- 01
Tenant / resident
A request arrives by phone, message or web.
- 02
Property identification
The request is matched to the correct unit and property record.
- 03
Request capture
Details, access availability and context are recorded.
- 04
Issue classification
Category, scope and urgency are set consistently.
- 05
Property record
History is attached to the property, not to an inbox.
- 06
Task creation
- 07
Vendor / team assignment
- 08
SLA
Response and resolution targets start automatically.
- 09
Status tracking
- 10
Tenant update
The resident is kept informed as the task progresses.
- 11
Resolution
- 12
Feedback
Satisfaction is captured after closure.
- 13
Escalation if required
Breached SLAs, repeat issues and exceptions are raised to a person.
Tenant → Request → Task → SLA → Resolution.
Product experience
A live operations record, not a chat transcript.
Request #TF-4821 · Marina Residence 1204
Illustrative demo- Tenant
- Ahmed Khan
- Category
- HVAC — cooling
- Scope
- Full apartment
- Priority
- High
- Access window
- Today, until 18:00
- Assigned to
- Facilities team · HVAC vendor
System activity
- Property record matched
- Maintenance task created
- Vendor assigned
- Response SLA started (4h)
- Tenant confirmation sent
- Status update scheduled
Example data shown for illustration only.
Capabilities
Built around real property operations.
Maintenance requests
Issues captured, classified and raised as tasks with the right priority.
Tenant enquiries
Everyday questions answered from your approved information.
Renewal enquiries
Renewal interest captured and routed to the leasing team.
Property information
Unit, building and service details served consistently.
Vendor coordination
Assignment, updates and completion tracked in one place.
Service follow-up & status updates
Residents are informed without anyone chasing manually.
Capabilities depend on your systems, data and integrations, and are confirmed during design.
Integrations & systems
Connected to the systems you already run.
TenantFlow does not claim automatic access to any property platform. Available records, task creation and status write-back are confirmed against the systems and integration options your business can provide.
Language
Configured for the residents you actually serve.
Multilingual
Different language. Same connected workflow.
The language is identified or selected, maintained through the conversation, and the captured information still lands in the same business workflow.
Integration
Connected to your systems.
CRM records, property data, ticketing and internal tools are connected during design so the AI works inside your operation rather than beside it.
One connected architecture
Part of one AI architecture, not a standalone bot.
Every Progressive Solutions AI product shares the same connected capabilities, configured to your systems.
Multilingual communication
The interaction language is identified and maintained.
Intelligent information capture
Conversations become structured business data.
Record keeping
Interaction history configured around your requirements.
CRM / system updates
Captured detail is written into your systems.
Workflow triggering
Tasks, tickets and requests are created automatically.
SLA tracking
Timers, reminders and escalation on your business rules.
Automated follow-ups
Configured reminders and status updates.
Feedback surveys
Ratings captured and written back to the record.
Human escalation
Handover with full context, never from scratch.
Beyond the conversation
AI that doesn't forget the next step.
Close the loop, not just the ticket.
SLA tracking
Action assigned
SLA timer starts
Action pending
Reminder issued
Still pending
Escalation to manager or team
SLA rules are configurable per client — never hard-coded.
Feedback loop
Service completed
Feedback requested
Rating captured
CRM / record updated
Low score detected
Service recovery or escalation
Human escalation
The AI hands over when a customer asks for a person, when an issue is complex or sensitive, when a high-value opportunity appears, or when an SLA is breached.
The human receives
- Full context
- Interaction history
- Captured information
- Reason for escalation
The customer never has to start again.
Human escalation
A person takes over the moment it matters.
Context, captured details and conversation history are passed across, so the customer never starts again.
The resident asks for a person.
A safety or emergency issue is described.
The request falls outside configured scope.
An SLA is breached or a task stalls.
A complaint or repeat issue is detected.
FAQ
Questions we're usually asked.
Is TenantFlow just a chatbot?
No. The conversation is only the entry point. TenantFlow's value is the operational record: classification, task creation, assignment, SLA and follow-through.
Can it update our property system?
Where your platform supports integration, yes. What can be read and written is confirmed during design — we do not claim access we cannot deliver.
What about after-hours requests?
Requests are captured, classified and queued at any hour, with urgent items escalated according to your rules.
Can residents track progress?
Status updates can be sent on the channel the resident used, according to the workflow you configure.
Operating model
Different products. One Progressive architecture.
Each product solves a different business workflow, but every one of them runs on the same connected loop.
- 1
Engage
- 2
Understand
- 3
Capture
- 4
Record
- 5
Connect
- 6
Trigger
- 7
Track
- 8
Follow Up
- 9
Escalate
See TenantFlow in your workflow.
AI-Powered Property & Tenant Operations — configured around your systems, data and teams.