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Triage new ResMan work orders with AI

Residents send maintenance requests through the Resident Portal and the Resident Mobile App at any hour, and each one lands as a new work order that someone on the site team has to read, prioritize and assign before a technician can start.

Cotlet does it in your own ResMan account with list_work_orders, get_work_order, list_work_order_options and update_work_order, called by your AI agent, an n8n workflow or a script.

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Hosted · nothing to install or maintain

Can ResMan do this on its own?

ResMan Maintenance has Maintenance Workflows to assign tasks and track timelines, and its page lists Smart Automation with InCheck for automatic assignment (checked 23 Oct 2026). The ResMan pages do not describe a feature that reads a request and sets its priority by your own wording rules. The Partner API can read, add and update work orders, but only for approved Integration Partners, so a property manager cannot call it from an agent.

How you do it in ResMan today

  1. Residents submit work orders through the Resident Portal or the Resident Mobile App, with images if they add them, and the requests appear in ResMan Work Order Management.
  2. A site manager or maintenance supervisor opens each new work order, reads the description and the photos, and sets its category and priority.
  3. The same person assigns the work order to a maintenance employee and notes any appointment the work needs before someone enters the unit.
  4. ResMan Maintenance Workflows assign tasks and track timelines, and ResMan lists Smart Automation with InCheck, which assigns work automatically. A site without them repeats this by hand for every request.
  5. The list grows with each request, so an urgent one such as a broken door lock is easy to miss between routine ones.

How to triage new ResMan work orders with AI

Prompt

List the new Submitted work orders at Lemon Tree. Set the priority by my rules (no heat, water leak, broken door lock = High), pick the category, assign each to a maintenance employee I name, and list the ones you are unsure about.
  1. 01

    Pull the new requests

    Your agent calls list_work_orders with status Submitted for each property you name. ResMan answers only when at least one filter is set, so the status filter is what makes the call valid. A login without access to the property gets APP_PERMISSION_DENIED and the run stops before any change.

  2. 02

    Read each request in full

    get_work_order returns the description, the location, the impacted areas and the pets the resident listed. Photos are attached as documents and the agent does not look at them, so a request that only says "see photo" goes on your list.

  3. 03

    Match the category

    list_work_order_options returns the categories and areas your account defined. The agent picks only from those names and never invents a category. A request that fits none of them stays unassigned with a note.

  4. 04

    Set priority by your rules

    The agent applies the wording rules from your prompt and picks Low, Medium or High. Anything that mentions gas, flooding or smoke is not routed at all: it goes to the top of your report so you can call the technician yourself.

  5. 05

    Assign and save

    update_work_order sets the priority, category and assignee. ResMan accepts only employees marked as maintenance employees as assignees, so a name that is not one is refused and the agent lists that request for you. Residents can follow a work order, so each update asks for your OK until you switch confirmation off.

What you get back

Example data

Submitted work orders at Lemon Tree: 6
Assigned 4, e.g. #1453 "Tear in the carpet" (Unit 100): Medium, Carpet, Robert Wilcox
Set High 1: #1457 "No heat in bedroom" (Unit 214)
Left for you 2:
- #1458 "Smell of gas in hallway" (call now)
- #1459 "See photo" (no description)

Other ways to ask

  • Every morning at 7, assign new work orders in the Plumbing category to Robert Wilcox and the rest to the on-call technician I name.
  • Show me work orders that are still Submitted after 2 days and tell me which unit each is in.
  • Only set priority, do not assign anyone, and send me the list.
  • Mark Closed work orders older than 30 days at Lemon Tree for my review, but change nothing.

What ResMan allows, and what to know first

  • ResMan work orders have the statuses Submitted, Not Started, In Progress, Completed, Scheduled, Cancelled, Closed and On Hold, and the priorities Low, Medium and High.
  • A work order description holds up to 248 characters; longer text belongs in the notes field.
  • A work order can sit at a unit, a building, a rentable item or a WOIT account, and the impacted areas come from a list each client defines.
  • Only an employee marked as a maintenance employee can be assigned a work order.
  • ResMan lets residents track the progress of their work orders in the Resident Portal and Resident Mobile App, so a status change is visible to them.

update_work_order asks for your OK by default. To run it daily without you, switch confirmation off for that tool in your dashboard.

Sources: ResMan Maintenance · ResMan Partners API Documentation

Call update_work_order from a script

curl

curl -X PATCH https://cotlet.dev/api/v1/resman/properties/f308c33b-5865-4f7e-97af-46d35f19eddf/work-orders/a68ce6b2-a9ef-4127-bf97-067e9f4a548c \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"status":"Not Started","priority":"High","assigned_to_person_id":"b5efc29c-a706-4a95-a92f-7b1adcdd7c5c"}'

Example response

{
  "work_order_id": "a68ce6b2-a9ef-4127-bf97-067e9f4a548c",
  "property_id": "f308c33b-5865-4f7e-97af-46d35f19eddf",
  "status": "Not Started",
  "priority": "High",
  "assigned_to": "Robert Wilcox"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is resman_write → update_work_order. Example data.

Schedule it in n8n, Make, Zapier or cron

ResMan tools this automation uses

Cotlet ResMan tools used to triage new ResMan work orders with AI
Tool Parameters
list_work_orders property_id, status, priority, location, assigned_to_person_id, modified_since
get_work_order property_id, number
list_work_order_options none
update_work_order property_id, work_order_id, status, priority, category_id, assigned_to_person_id, scheduled_date, notes
All 13 ResMan tools with descriptions

Frequently asked questions

Is it safe to connect ResMan to Cotlet?

Yes. You sign in to ResMan yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get ResMan once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

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