Managing Your Properties and Knowledge Base

Written By Andy Peters

Last updated 6 months ago

How do I add property-specific information?

Each property has its own knowledge base that teaches your AI assistant about:

Basic Information:

  • Property name and address

  • Office hours and locations

  • Number of units and property type

  • Management company name

Policies and Rules:

  • Pet policies (types, weights, fees)

  • Parking assignments and guest parking

  • Quiet hours and community rules

  • Move-in/move-out procedures

Amenities and Features:

  • Pool, gym, laundry facilities and their hours

  • Package receiving and storage

  • Covered parking availability

  • Utilities included/excluded

Troubleshooting Guides:

  • How to reset garbage disposal

  • Steps to check circuit breakers

  • Thermostat troubleshooting

  • What residents can fix themselves vs. what needs maintenance

How do templates work?

Doorkeep includes pre-built templates for common property types:

  • Multi-family apartments: Standard amenities, urban policies

  • Student housing: Academic year leases, roommate policies

  • Senior living: Accessibility features, community programs

  • Single-family rentals: Yard maintenance, utility responsibilities

  • Luxury properties: Concierge services, premium amenities

Select a template during setup, then customize for your specific properties. Templates give you a 90% complete knowledge base in seconds.

How often should I update property information?

Update immediately when:

  • Office hours change (holidays, seasonal)

  • New policies take effect

  • Amenities are added or under maintenance

  • Emergency procedures change

  • Contact information updates

Review monthly:

  • Check coverage score for each property

  • Review most common questions to add missing information

  • Update seasonal information (pool hours, snow removal, etc.)

What happens if a resident asks about something not in the knowledge base?

The AI handles unknown information professionally:

  1. "I don't have that specific information right now"

  2. Offers to take a message for callback

  3. Flags the conversation for your review

  4. Dashboard shows "Information Gap" alert so you can add it