# Emergency Maintenance Alerts to the Duty Manager

Source: https://maito.app/workflows/flag-emergency-messages-to-the-duty-manager

Maito spots gas, flood or fire messages, texts the duty manager, sends your approved safety instructions to the tenant, and logs every timestamp.

Messages that mention gas, flooding or fire reach the duty manager fast, with emergency instructions sent to the tenant.

[Operations](https://maito.app/workflows/team/operations) · [Property management](https://maito.app/workflows/industry/property-management) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How do you flag emergency messages?

To flag emergency messages, set Maito up on the tenant inbox with your emergency rules. When a message mentions gas, flooding or fire, it texts the duty manager, sends the tenant your approved instructions, and texts a backup if nobody acknowledges. It logs the times and keeps the thread open.

## How it's done today

Emergency messages sit in a general inbox until someone notices.

## What Maito does

1.  Match the message against the approved emergency words
2.  Send the tenant the approved safety text
3.  Alert the duty manager by text and Slack
4.  Escalate to the backup if no one acknowledges

## Example

Loop run: Email in tenants@northstar.example mentions gas

**Maito** (6:47 PM):

Possible emergency, unit 4B, 210 Harbor Street.

Lena Fischer wrote at 6:46 PM: "smells like gas near the stove since this afternoon". Rule matched: gas smell.

Done: texted Hank; sent Lena the approved instructions (leave the unit, call 911 and the gas utility, don't use switches). Backup Ruth is texted at 6:57 PM if no acknowledgement.

Catch: 4B reported a faint gas smell on Oct 6, closed as "pilot light" in the property software. This is a repeat.

**Hank** (6:50 PM):

Acknowledged, heading there now. Log it as an emergency.

**Maito** (6:50 PM):

Acknowledged at 6:50 PM, so Ruth won't be texted. Logged on the 4B record as an emergency with all timestamps. I'll keep this thread open until you tell me it's resolved.

## How to set it up

When something happens Flag emergency messages to the duty manager

Ask your agent

“When an email to tenants@northstar.example mentions gas, smoke, fire, flooding or no heat, reply to the tenant with our approved emergency text, post in #duty and text Hank. If he hasn't acknowledged in 10 minutes, text Ruth.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect SMS

-   Twilio

Use property management software

-   AppFolio
-   Buildium

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It's a fast alert, not an emergency service. It can't call anyone, and a person has to attend the problem.

## Questions

### Who gets alerted?

The duty manager you name, by text through Twilio. A backup is texted if the first doesn't acknowledge.

### What does the tenant receive?

Only the instructions you wrote and approved ahead of time, such as leaving the unit and calling 911.

### Does it check for past reports?

Yes. It looks at the record in your property software, such as AppFolio or Buildium, and flags a repeat.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fflag-emergency-messages-to-the-duty-manager)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)