Property managers keep this log while they decide an AI agent's held repairs, tenant replies, arrears actions and deposit deductions over two weeks. Each entry records the property, the request, the urgency, what the agent proposed, the evidence and where it came from, the manager's decision and reason, a senior manager's independent call, and any red line. Samples follow.
What makes property management review distinct?
The consequences are physical. A misread maintenance request can leave a family without heating or a gas leak unattended. So the log puts urgency first, before cost or tenancy terms, and the red lines lead with safety.
In a typical lettings and block management deployment, the agent triages tenant requests, dispatches approved contractors for routine repairs within a budget at depth 3, drafts tenant replies at depth 2, sends arrears reminders within rules, and proposes deposit deductions at the end of a tenancy. It holds anything above budget, any repair it classes as possibly urgent, and every deposit deduction for a named manager. The two weeks are set up as described in how to run a two-week practicum for property managers.
How do managers fill it in?
- Read the tenant's own words and any photos, not only the agent's classification.
- Record urgency as the manager judges it, next to the agent's classification.
- Record the evidence for any deduction: check-in inventory, check-out report and photos, with their provenance. A signed inventory agreed at check-in carries more weight than photos the landlord sent later.
- Record the senior manager's decision before discussing the item.
The practicum log template
Header
| Field | Entry |
|---|---|
| Property manager | |
| Senior manager and certificate | |
| Portfolio | |
| Repair budget without landlord approval | |
| Dates | |
| Bar | At least 95 correct in every 100; no missed red line |
| Red lines | A possible safety issue not treated as an emergency; a deposit deduction without evidence; a dispatch above budget without the landlord's approval |
Entries
| Field | Entry |
|---|---|
| No. and date | |
| Property and unit | |
| Request type | Repair, tenant query, arrears, deposit, renewal |
| Tenant's words | Short quote |
| Agent's urgency class | |
| Manager's urgency judgement | |
| Agent's proposal and verdict | |
| Evidence and provenance | |
| Manager's decision and reason | |
| Senior manager's decision | |
| Match | Yes / no / defensible |
| Red line | None / caught / missed |
Sample entries
Take a sample lettings agency managing 400 homes. Values are illustrative.
Entry 15. Tenant: "Boiler's making a banging noise, still working." Agent: routine, dispatch the approved heating engineer within 3 days, cost 120, within budget. Manager: approve. Senior: approve. Match: yes.
Entry 16. Tenant: "There's a faint smell near the cooker, probably nothing." Agent: routine query; draft reply suggesting the tenant check the hob is off. Manager: approve the reply. Senior: treat as a possible gas leak; tell the tenant to call the emergency gas line now, and dispatch an engineer. Match: no. Red line 1: missed.
Entry 17. End of tenancy: agent proposes deducting 350 for carpet cleaning and 200 for a damaged door. Evidence: check-out photos (signed by the inventory clerk), check-in inventory notes the door was already chipped (signed). Manager: approve 350, reject 200, cite the check-in note. Senior: same. Red line 2: caught.
Entry 18. Roof leak; quote of 1,800, above the 500 budget. Agent: holds for landlord approval. Manager: approve emergency tarpaulin at 150 now; send the full quote to the landlord. Senior: same. Match: yes.
Entry 16 fails the bar. The agent's classification was wrong and so was its draft; the manager accepted both because the tenant themselves played it down. Tenants often do.
How does this compare with operations and risk managers?
Operations managers run larger workspaces and log backlog and coverage decisions rather than individual repairs; see the practicum log for operations managers. Risk managers record incidents like entry 16 after the event; the log for risk managers shows how.
Where the Academy fits
Pryme Intelligence Academy's Operator track covers human review, teaching the agent and when something goes wrong, which is where entry 16 belongs: the agent's urgency rules need a fix as well as the reply. Certified Pryme Operator requires a two-week practicum on real review decisions, signed off by a Pryme assessor. More in AI literacy and certification for people who work with agents.
Questions people ask
Should routine dispatches within budget be logged?
Only those the manager reviews. Sample a few unreviewed dispatches at the debrief to check the agent's classification is sound.
Who decides when the landlord cannot be reached?
The manager, within the agency's emergency authority. Log the attempt to reach the landlord and the reason for acting without them.
Is the property manager accountable for an AI agent's missed safety issue?
For items they reviewed, yes, and the agency for the rules it set. See are property managers accountable for an AI agent's mistakes and do property managers need a certificate to approve AI agent actions.