Vendor Dispatch Coordination

Match an open work order to an approved vendor, dispatch the job, chase acceptance until confirmed, and close the loop with the tenant once work is complete.

When to use

• A maintenance or repair work order needs a qualified vendor assigned and dispatched.
• A vendor has been dispatched but has not yet accepted or scheduled the job.
• Work is reported done and the tenant needs to confirm the fix before the work order closes.

Tools

• http-get
• http-post
• send-email
• send-message
• check-task
• schedule-task

Playbook

1. Pull the work order details and property/unit info with http-get against the property management system, e.g. GET https://api.property-mgmt.example.com/v1/work_orders/{id}.
2. Pull the list of approved vendors for the relevant trade (plumbing, electrical, HVAC — heating, ventilation, and air conditioning — etc.) with http-get, e.g. GET https://api.property-mgmt.example.com/v1/vendors?trade=plumbing&status=approved.
3. Select the best-fit vendor by trade match, service area, and rating. If no approved vendor exists for the trade or area, stop and use send-message to hand off to a human property manager naming the gap.
4. Treat "emergency" or life-safety maintenance (active leak, no heat in freezing conditions, gas smell, electrical hazard) as an immediate human escalation: use send-message to alert the on-call manager before doing anything else, and do not proceed with routine dispatch steps below.
5. Create the dispatch record with the selected vendor using http-post, e.g. POST https://api.property-mgmt.example.com/v1/work_orders/{id}/dispatch with vendor ID, access instructions, and requested window. Notify the vendor with send-email summarizing the job, address, access details, and requested response time.
6. Use schedule-task to check back in 24 hours for vendor acceptance. When it fires, use check-task to review the dispatch status; if still unaccepted, send-message the vendor's dispatch contact (or a backup approved vendor if the first has gone silent) to chase acceptance.
7. Once the vendor confirms a scheduled visit, use send-message (or send-email if that is the tenant's preferred channel per the property record) to tell the tenant the vendor name, expected date/window, and any access steps needed.
8. After the vendor marks the job complete, use send-message to ask the tenant to confirm the repair resolved the issue; if the tenant reports it is not resolved, reopen the work order via http-post to the same dispatch endpoint with a re-dispatch flag and repeat from step 3.
9. When the tenant confirms resolution, update the work order status to closed with http-post and note the vendor, dates, and confirmation in the work order record.

Failure modes

• Vendor never responds to dispatch or the acceptance chase — escalate to a human after two chase attempts rather than looping indefinitely.
• No approved vendor exists for the trade or service area — hand off to a human property manager instead of dispatching an unapproved vendor.
• Tenant reports the issue persists after "completion" — reopen and re-dispatch rather than closing the work order.
• Any formal notice tied to the work order (e.g. a lease violation or cost-recovery notice) must be drafted for manager review only, never sent autonomously.

Done when

• The work order is marked closed with vendor, schedule, and completion details recorded.
• The tenant has explicitly confirmed the repair resolved the issue.
• Any emergency or unresolvable case has been escalated to a human rather than left pending.