Haven Insiders · {{current_date_full}}
A new release from Haven Maintenance AI.
NEW AGENT
Maintenance Scheduling
The moment you assign a vendor in your PMS, Haven takes over. We open a text thread between the vendor and the tenant, listen for an agreement on a time, and write the confirmed time back into your PMS as a note. You do nothing different. The work order moves from "assigned" to "scheduled" without you touching it.
You work in your PMS the way you always have. Haven now runs scheduling on Buildium, RentVine, and AppFolio, with our first AppFolio firm going live this month. The tenant and vendor coordinate directly through private proxy numbers, while Haven's scheduling agent listens in, steps into the thread when it's needed, and writes the result back into the work order. You get a note with a public link any teammate can open, no login, showing the full conversation and every message Haven sent on your behalf.
When the time is locked in, you get a second note:
“Julie and Haven Plumbing scheduled Friday, 8 to 11 AM.”
The best part: all of it happens straight in text messages. No app to download, no login, nothing for the tenant or vendor to set up. They just text, and the job gets scheduled. And every message goes out under your company's name, so to the tenant and vendor it reads as you reaching out, not some third-party tool.
WHAT WE BUILT
The whole back-and-forth, handled
Haven runs the texts and reads the thread for a confirmed time.
That's it. The system handles the cases that actually happen:
You reassign the vendor. The old chat closes cleanly. A new one spins up with the new vendor and tenant.
You cancel the work order. Both sides are notified, the chat closes, and any follow-up messages bounce with a note to contact the PM.
The tenant's issue resolves itself. "Actually, it's working again" triggers a confirmation, and Haven cancels the work order for you.
The vendor backs out. Haven catches it in the thread, alerts you, and prompts a reassignment.
Either side calls instead of texting. We transcribe the voice call and detect the same outcomes.
They sort it out themselves. If the vendor and tenant agree on a time on their own, Haven detects it and stops following up instead of nagging.
And it runs on your terms. Per firm, you set the timezone, quiet hours, quiet days, and follow-up cadence, so Haven only reaches out when you want it to. Reminders now go only to whoever hasn't responded, never both sides at once.
Every edge case here came from a real deployment. We add more every week.
WHY THIS MATTERS
Tenant and vendor never see each other's real number. Haven sits in the middle and writes the result back to your PMS.
Every work order carries the same hidden cost. Someone on your team becomes the middle-man between the vendor and the tenant, coordinating the visit, arranging access, making sure the dog's put away. Two calls, a voicemail, "let me check and get back to you," then another round when the time doesn't fit. Across a portfolio, that's a senior person spending their day relaying messages.
What makes this release different: proxy chat is the mechanism, and as far as we know, no one else in property management is doing it this way.
Other scheduling tools either patch the vendor and tenant through a phone tree, dump them into email, or ask the PM to be the relay. None of those give Haven what it needs to actually take this off your plate: a way to listen in, understand what was agreed to, and write it back into your PMS without anyone summarizing the conversation.
Proxy chat is what makes the rest of it possible:
Haven hears every message. That's how we detect the confirmed time, catch a vendor backing out, and flag when a tenant says the issue resolved itself.
You get the full conversation. One link, no login, every word both parties said. Audit trail by default.
Resident and vendor numbers stay private. Neither side ever sees the other's real number. When the job closes, the line closes.
Everyone stays in the loop, stays protected, and gets their questions answered faster.
What it adds up to: one senior team member runs more doors. New hires ramp faster because scheduling is no longer tribal knowledge living in someone's head. Vendors get a cleaner experience, which means they're more likely to take your jobs. Tenants get faster confirmations, which shows up in retention.
If you're already running Maintenance AI, Scheduling turns on with a setting change, on Buildium, RentVine, or AppFolio.
SEE IT IN ACTION
Haven Scheduling, start to finish
The work order moves itself from assigned to scheduled.