Workflows

Write down how your operation runs once. The AI follows it.

Procedures in plain language, the way you would brief a new colleague. Where a procedure covers the case, the AI acts without asking. Where it does not, you get a plan to approve. And every finished task can become the next procedure.

Book a demo Open the procedure builder

As you would tell a colleague. As the AI will do it.

Choose a procedure. On the left, the note an operator wrote; on the right, the steps, boundaries and stop condition the AI takes from it. One of them was proposed by Proptonomy from finished tasks and is waiting for approval.

Procedures

Interactive example

Suggested by Proptonomy from 3 finished tasks: “Dishwasher error E24”

Seen at Sandviken 12 and Harbour Loft this month. Nothing runs from it until a person approves it.

Dishwasher error E24

As you would tell a colleague

Seen three times this month at Sandviken 12 and Harbour Loft. E24 means the dishwasher can't drain. Ask the guest to switch it off, clean the filter at the bottom and run a short program. If E24 comes back, send Liam. Twice it was the drain hose.

Drafted by Proptonomy from 3 finished tasks

Task, Sandviken 12 · 4 SepTask, Harbour Loft · 11 SepTask, Sandviken 12 · 19 Sep

What the AI will do

Suggested, not active. Nothing runs from it until a person approves it.

Starts when

A guest or a cleaner reports error E24 on a dishwasher.

Steps

1.ProptonomySends the filter cleaning steps with the photo from the manual.
2.GuestCleans the filter and runs a short program.
3.PartnerIf E24 comes back, Liam is briefed with the model and the drain hose note.
4.ProptonomyChecks with the guest after the program that it drained.

Asks a person when

The dishwasher needs a new part.

Stops when

The guest confirms a program finished without E24.

Channels

GuestBooking threadLiamWhatsApp

Lockout at night

As you would tell a colleague

If a guest is locked out after ten at night, first check they're at the right door and send them the key box photo from the property notes. If that doesn't work, get Liam over. He has the spare keys and lives ten minutes away. Keep the guest posted until they're inside, and only wake me if Liam can't be there within 45 minutes.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Starts when

A guest with a confirmed booking says they can't get in, between 22:00 and 07:00.

Steps

1.ProptonomyChecks they're at the right entrance and sends the key box photo and access notes.
2.GuestTries the key box again and says whether it opened.
3.PartnerLiam (handyman) is briefed on WhatsApp with the address, the guest's number and where the spare keys are.
4.ProptonomyTells the guest when Liam will arrive and checks in every 15 minutes until they're inside.

Asks a person when

Liam can't be there within 45 minutes.
The booking isn't confirmed.

Stops when

The guest confirms they're inside.

Channels

GuestBooking threadLiamWhatsAppYouTeam chat on Slack

Late checkout

From the procedure library

As you would tell a colleague

Late checkout until 12:00 is fine if nobody arrives that day, or if the cleaner can still finish before check-in. Always check with the cleaner before saying yes. No charge up to 12:00. Anything later, ask me.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Starts when

A guest asks to check out later than 11:00.

Steps

1.ProptonomyChecks the calendar for a same-day arrival and how long the turnover takes.
2.PartnerHarbour Cleaning is asked to move the turnover. The new time counts once they accept.
3.PartnerNordic Linen gets the new drop time by email.
4.ProptonomyConfirms the new checkout time with the guest.

Asks a person when

The guest wants to stay past 12:00.
The turnover can't finish before the next check-in.

Stops when

The guest and the cleaner have both confirmed the new time.

Channels

GuestBooking threadHarbour CleaningWhatsApp groupNordic LinenEmail

Broken appliance

As you would tell a colleague

When something stops working, get a photo or a short video first and try the fix in the property notes. If it's still broken, send Liam with the photos. Fridges and heating can't wait until tomorrow. Keep the guest updated at every step, and log what it cost so the owner sees it.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Starts when

A guest or a cleaner reports an appliance that isn't working.

Steps

1.ProptonomyAsks for a photo or short video and any error code, then sends the reset steps from the property notes.
2.PartnerIf the reset fails, Liam is briefed on WhatsApp with the photos, the model and the access notes.
3.ProptonomyTells the guest when Liam is coming and follows up with Liam until he confirms.
4.PartnerLiam sends a completion photo. Proptonomy checks it before telling the guest.
5.ProptonomyLogs the cost on the reservation for the owner statement.

Asks a person when

The repair is over EUR 200.
The appliance has to be replaced.

Stops when

The completion photo is checked and the guest confirms it works.

Channels

GuestBooking threadLiamWhatsApp

Damage found at turnover

From the procedure library

As you would tell a colleague

If the cleaner finds something broken or missing, get photos before anything is moved. Match it to the stay that just left and find out what the fix costs. Small things we just fix. For real damage, prepare the Airbnb claim with the photos, but I want to see anything over 150 euros before it goes in.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Claims above EUR 150 wait for approval

Starts when

A cleaner reports damage or a missing item at a turnover.

Steps

1.PartnerHarbour Cleaning sends photos before tidying up.
2.ProptonomyMatches the photos to the stay that just checked out and to the last turnover's photos.
3.PartnerLiam quotes the repair or the replacement.
4.ProptonomyDrafts the Airbnb Resolution Center claim with the photos, the reservation and the quote.
5.ProptonomySubmits claims up to EUR 150. Larger claims wait for your approval.

Asks a person when

The claim is above EUR 150.
The guest disputes the claim.

Stops when

The claim is settled, or you decide not to pursue it.

Channels

Harbour CleaningWhatsApp groupLiamWhatsAppAirbnbResolution Center

Owner stay

As you would tell a colleague

When an owner stay is on the calendar, treat it like any arrival but leave out the guest messages and the review request. Book a clean before and after, and put the owner's box from the storage room in the main bedroom. Tell me straight away if the dates clash with a paying guest.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Starts when

An owner stay appears on the property's calendar.

Steps

1.ProptonomyChecks the dates against paying bookings and the cleaning schedule.
2.PartnerHarbour Cleaning is booked before arrival and after departure, with the owner's box on the checklist.
3.ProptonomySends the owner the arrival details and the cleaning times.
4.ProptonomyPauses guest messages and the review request for those dates.

Asks a person when

The dates overlap a paying booking.
The owner asks for something outside the usual.

Stops when

The clean after departure is verified.

Channels

OwnerWhatsAppHarbour CleaningWhatsApp group

Linen running low

As you would tell a colleague

When a cleaner says we're down to the last sets, get a count and order from Nordic Linen so it arrives before the next turnover. Normal top-ups are fine without asking me. If it's a big order or a rush delivery with a fee, check with me first.

Ingrid, operations

What the AI will do

Covered by this procedure: the AI acts without asking

Starts when

A cleaner reports low linen, or a turnover count falls below two full changes.

Steps

1.PartnerHarbour Cleaning sends a count of sheets, duvet covers and towels.
2.ProptonomyWorks out what's needed until the next scheduled delivery.
3.PartnerNordic Linen gets the order by email with the property and the drop window.
4.ProptonomyTells the cleaner when the drop will arrive.

Asks a person when

The order is bigger than usual.
The delivery needs a rush fee.

Stops when

Nordic Linen confirms the delivery.

Channels

Harbour CleaningWhatsApp groupNordic LinenEmail

The anatomy of a procedure

Four questions. Every procedure answers them.

That is what makes it safe to let the AI act: it always knows when to start, what to do, when to ask and when it is finished.

Starts when
The trigger
A message, a reservation change, a checkout, a failed photo, a time of day. Written as you would say it.
Steps
The work
Who does what, on which channel, with which evidence. The AI does its own steps and briefs the people who do theirs.
Asks a person when
The boundary
Amounts above a limit, a guest who is upset, anything unusual. The request arrives as a yes or no with the context.
Stops when
Done means done
The photo is verified, the guest has confirmed, the owner is told. Until then the procedure keeps following up.

The procedure library

Ten procedures most operators start with.

Install one, adapt it to how you already work, and it is live. Or write your own from scratch.

Two people at a wooden table laying out a step-by-step procedure with index cards. — Illustration.

Guest journey
Welcome, check-in steps the day before, a mid-stay check, checkout reminder and a review request.
Turnover
Cleaner briefed from the checkout, acceptance, checklist photos checked, next check-in confirmed.
Early check-in and late checkout
Check the calendar and the clean, offer or decline, move the cleaner and the linen, confirm.
Lockout at night
Verify the guest, send the key box location, call the on-duty person if it is not solved in minutes.
Broken appliance
Troubleshoot from the manual, brief the handyman with photos, confirm a time, verify the fix, log the cost.
Damage found at turnover
Photos matched to the stay, the claim drafted with evidence, large amounts held for approval.
Owner stay
Block the dates, skip the guest messages, brief the cleaner for an owner visit, report afterwards.
Linen running low
Count, forecast the week, draft the supplier order, wait for approval, re-time the delivery.
Leak or no power
Immediate safety steps to the guest, urgent task, on-duty call, owner informed, follow-up until resolved.
Unhappy review
Read the stay’s history, draft a reply, flag what went wrong as a task so it does not happen again.

Your property knowledge put to work.

Give guests, partners and owners answers grounded in the same property details and operating instructions.

27 Ponsonby Road

Talking withPartner

Harbour Cleaning8:15 AM

Can we park the van in the guest space during the clean?

Proptonomy AIAI8:15 AM

Yes, 10:00 AM to 3:00 PM; the guests arrive at 4:00 PM.

One property record, the right context for each person.

And around the procedures

The rest of how the AI knows what to do.

Procedures it proposes

When a kind of task keeps being solved the same way, Proptonomy drafts the procedure from the finished tasks and waits for approval.

The procedure library

Tested procedures from other operations to install and adapt, listed beside your own knowledge.

Routines on a schedule

Describe it once: a Friday owner summary, a daily linen count. It runs on time and posts where you read it.

Run it from ChatGPT or Claude

The Proptonomy MCP server gives your assistant 235 tools that act with your own permissions.

Bring what you already wrote

Your SOPs are in Notion, Airtable and a shared drive. Start from there.

Proptonomy reads your existing documents, Enso Connect guidebooks and Breezeway property notes, and turns them into knowledge and procedures you review before they are used. Nothing is rewritten from scratch.

Notion and Airtable read directly; PDFs read, including scanned ones
Guidebooks and policies from Enso Connect kept in sync
Every fact keeps a link to where it came from

A printed report with charts on a wooden table beside a pencil, glasses and coffee. — Illustration.

Questions about workflows

In plain language, the way you would brief a new colleague: when it starts, what to do, who to ask and when it is finished. Start from the procedure library or from what you already have in Notion, Airtable or a document.

Wherever the procedure says so, and for anything no procedure covers. The request arrives as a clear yes or no with the context attached.

It proposes them. When a kind of task keeps being solved the same way, Proptonomy drafts the procedure from the finished tasks and waits for someone to approve it. Nothing becomes a rule on its own.

Yes. Describe a routine in plain language, for example a Friday owner summary or a daily linen count, and it runs on schedule and posts where your team reads it.

Yes. The Proptonomy MCP server gives assistants such as ChatGPT and Claude 235 tools that act with your own permissions, over OAuth or a personal key.

Keep exploring

Meet your new AI teammate.

See how Proptonomy can help you and your team with the everyday work of running your properties.

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As you would tell a colleague. As the AI will do it.

Damage found at turnover

Four questions. Every procedure answers them.

The trigger

The work

The boundary

Done means done

Ten procedures most operators start with.

Guest journey

Turnover

Early check-in and late checkout

Lockout at night

Broken appliance

Damage found at turnover

Owner stay

Linen running low

Leak or no power

Unhappy review

Your property knowledge put to work.

The rest of how the AI knows what to do.

Procedures it proposes

The procedure library

Routines on a schedule

Run it from ChatGPT or Claude

Your SOPs are in Notion, Airtable and a shared drive. Start from there.

Questions about workflows

Keep exploring

Meet your new AI teammate.