Question → Match Source → Answer Or Escalate → Confirm → Learn Gaps
Repetitive FAQ Agent
Answers common policy and building questions using approved sources only, and escalates anything it cannot answer, so staff stop fielding the same questions all day.
The Problem
The same ten questions, all day, every day.
The same policy questions get answered inconsistently. Staff rewrite the same answers daily.
What Changes
Answered instantly from approved sources, escalated when not.
Answers common questions - parking rules, pet policy, trash schedule, move-out steps - using approved sources only. Consistent answer, every time.
Humans stay in control: Your team owns the approved sources and handles escalations. The agent answers the routine repeats. It removes the repetition, not the authority.
HOW THE AGENT WORKS
TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERQuestion ArrivesA resident asks something
LLMMatch To SourceFind an approved answer
DECISIONCovered?
ACTIONAnswerReply with the approved answer
LLMEscalateHand uncovered questions to staff
ACTIONLog GapNote questions with no source
The agent answers only from approved sources. Anything outside them goes to a person. It never guesses at policy.
HOW TO BUILD IT
Three levels of depth. Pick the one that matches where you are.
For the ops person who needs to understand what's involved and brief their team.
Your ResidentsRoutine questions
The AgentWorkflow engine + LLM
Your KnowledgeApproved answers
WHAT YOUR TEAM PROVIDES ONCE
- Approved knowledge - the policies and FAQs to answer from
- Escalation path - where uncovered questions go
- Channels - where residents ask
- Tone - how answers should read
- Gap review - who reviews unanswered questions to grow the KB
What happens day-to-day: Residents ask the same things, hours, pet policy, how to pay rent. The agent answers instantly from your approved sources and escalates anything it does not cover, while logging the gaps so the knowledge base keeps improving.
For the IT person or technical lead who needs to scope the integration.
INQUIRY SOURCES
Portal / SMS
Email
Chat widget
WORKFLOW ENGINE (N8N)
Trigger
LLM - Match source
Branch - covered?
Answer
LLM - Escalate
Log gap
Confirm
CONNECTS TO
Knowledge baseRead: approved policies and FAQs
SMS / email / chatTwo-way resident messaging
Notifications (Slack / email)Escalate uncovered questions
Gap logWrite: unanswered questions for review
WITHOUT PMS API
Agent answers from a static FAQ doc and emails the rest. The grounding logic still runs.
WITH PMS API
Agent answers from a live KB and escalates cleanly. Best experience.
For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.
TRIGGERNode 1
Trigger - Question Arrives
Portal/SMS/chat inbound, normalised.
Output: { resident_contact, channel, question }
LLMNode 2
LLM - Match To Approved Source
Answer only if the question is covered by the KB; otherwise mark for escalation.
Output: { covered, answer, source_ref }
You answer a resident question using ONLY the approved knowledge base.
If covered, return covered=true with answer and source_ref. If not clearly covered, return covered=false (do NOT guess).
Respond ONLY with valid JSON.
KB: {knowledge_base}
QUESTION: {question}INPUT
"What time does the gym close?"
OUTPUT
{
"covered": true,
"answer": "The fitness center is open 5am to 11pm daily.",
"source_ref": "kb/amenity-hours"
}DECISIONNode 3
Condition - Covered?
IF covered → answer. ELSE → escalate to staff and log the gap.
Output: Branch: COVERED (answer) or NOT (escalate)
ACTIONNode 4
Answer
Reply with the approved answer and source.
Output: Resident answered instantly.
LLMNode 5
LLM - Escalate
Summarise the uncovered question for staff handoff.
Output: { summary, suggested_owner }
Summarise an uncovered resident question for staff.
Return summary (one line) and suggested_owner. Respond ONLY with valid JSON.
QUESTION: {question}OUTPUT
{ "summary": "Resident asking about EV charger installation rights - not in KB.", "suggested_owner": "property_manager" }ACTIONNode 6
Log Gap
Record uncovered questions so the KB can be extended.
Output: Gap logged for KB review.
MVP vs Advanced — Where To Start
MVP — START HERE
- Single channel
- Static FAQ answers
- Email escalation
- Manual gap notes
- Fixed tone
- Manual KB updates
ADVANCED — ADD LATER
Full Video Walkthrough Coming Soon
From a repeat question to an instant answer - step by step.
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When you're ready to build — do it yourself or bring us in.
OTHER AGENTS IN LEASING & MARKETING
Proactive Status Update and Escalation
Sends milestone updates automatically, escalates stalled cases
Omnichannel Intake and Triage
Collects from every channel, asks what's missing, creates clean tickets
Multilingual Messaging Agent
Translates two-way messages, keeps consistent records
Resident Update Blaster
Sends status updates tied to ticket milestones, automatically
Frequently asked questions
Repetitive FAQ Agent is an AI agent that answers policy questions from approved sources only.
The same ten questions, all day, every day. The Repetitive FAQ Agent addresses this — it answers policy questions from approved sources only.
No — your team stays in control. Your team owns the approved sources and handles escalations. The agent answers the routine repeats. It removes the repetition, not the authority.
This is 5 of 7 agents in Resident & Tenant Services. → · Explore all 10 departments →