No guessing on unclear tickets
Messages the AI cannot classify with confidence go to manual review instead of the wrong team.
Property Inbox AI Classifier
A practical system for property teams that need faster email triage without sending replies on autopilot.
Built With
n8n
Groq AI
IMAP Email Trigger
Slack
Gmail
Airtable
Google Sheets
Workflow Overview
The Real Problem
A tenant reports no heating late at night. By the time the inbox is checked the next morning, hours have already passed.
Maintenance requests, viewing bookings, tenant questions, and new enquiries often land in the same inbox. Someone has to read each message, decide who it belongs to, draft a reply, and log it. That manual sorting slows everything down.
What This System Handles
-
1
Reads new emails as they arrive
Connects to the inbox over IMAP and picks up property related messages. -
2
Classifies each message with AI
Long emails are trimmed. Messages are sorted into Maintenance, Tenant Query, Viewing, Enquiry, or Spam, with urgency flagged where relevant. -
3
Uses a manual fallback when needed
If the classifier is not confident, the ticket goes to manual review instead of a wrong route. -
4
Routes the ticket and drafts a reply
The right team is notified on Slack. A Gmail draft is created for human review and is never sent automatically. -
5
Logs every ticket with a backup path
Records are saved to Airtable. If that write fails, the system saves to Google Sheets and flags the failure.
Designed for Reliability
Backup write path
If the Airtable write fails, a Google Sheets backup and failure alert keep the ticket from being lost.
If the Airtable write fails, a Google Sheets backup and failure alert keep the ticket from being lost.
Who This Is For
This setup works best for letting agents, property managers, and estate teams that handle mixed support inboxes and need faster routing without removing human review from replies.
Why It Matters
The goal is not to send automated replies to tenants. The goal is to reduce sorting time and get the right ticket to the right person faster.
The system classifies, routes, drafts, and logs. A person still reviews the reply before anything goes out.
Frequently Asked Questions
Does this send replies automatically?
No. It creates a Gmail draft for human review. Nothing is sent without a person checking it.
What categories does it use?
Maintenance, Tenant Query, Viewing, Enquiry, and Spam, with a manual review path for unclear cases.
What happens if Airtable fails?
The ticket is saved to Google Sheets and flagged so it is not lost.
Is this published on n8n?
Yes. It is available as an official n8n workflow template.
Discuss a Similar Workflow
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