Overview
What is DoorLoop's AI Assistant? DoorLoop’s AI Assistant is a powerful add-on for Pro and Premium plans that brings automation and intelligence to every part of property management. From drafting professional tenant messages and handling routine support inquiries, to analyzing financial reports and generating polished property listings, the DoorLoop AI Assistant saves hours of manual work each week. Designed to reduce back-and-forth, speed up decision-making, and deliver clear insights, it helps property managers run their business more efficiently—while giving tenants and owners faster, smarter service.
However, AI is only as good as the prompt you write for it. What is a prompt? A prompt is simply the text you give an AI to kick off a conversation or generate a response. By refining your prompts, you can shape and refine that input to guide the AI—and get exactly the results you’re looking for.
Note: DoorLoop AI Assistant is available to our Pro and Premium tiers as a paid add-on. On Starter? Upgrade anytime to unlock AI-powered features that help you save time, impress tenants, and make smarter decisions—faster.
Getting Started Basics
Before you get started with the DoorLoop AI Assistant, you should familiarize yourself with what it can do in DoorLoop. We've put together the following articles for each of the specific features included with the DoorLoop AI Assistant. Note that as new AI features are released, these will be included as part of your AI Assistant add-on package at no additional cost if you are already a subscriber.
The DoorLoop AI Assistant will also be available for your tenants as a 24/7 personal assistant to help with troubleshooting, maintenance requests, and account management.
Best Practices for Prompting
Start a new chat
When starting a new topic, it's always a good idea to start a new "chat." This way, the DoorLoop AI Assistant can start fresh without any previous inquiries and data getting in the way. You can do so by clicking the "Start New Chat" button in the Chat History side bar.
Tip: Today, start with these five quick prompts to see what the DoorLoop AI Assistant can do for your time and business:
What should my priorities be today?
List all tenants that have balances due.
List all my tasks due in the next 7 days.
Which of my properties are currently vacant?
Summarize the performance of my properties.
Be clear and specific
AI works best when your prompts are clear, specific, and provide enough context for the AI to understand. Use action-oriented language with DoorLoop-specific keywords for better results. Below are some clear examples:
For Maintenance Requests
✅ "Create a maintenance request for my broken kitchen sink."
✅ "Submit a repair request for the leaky faucet in @ unit 302."
✅ "Report a maintenance issue with the air conditioning."
For Financial Data
✅ "Show me the profit and loss for my properties."
✅ "What's the financial performance of my rental portfolio?"
✅ "Get me the revenue report for this month."
✅ "Show me all lease payments received."
✅ "List all vendor bills for June."
For Property Management:
✅ "Create a new lease for John Doe starting August 1st."
✅ "Update the rent amount for unit 302 to $1,500."
✅ "Show me all tenants with outstanding balances."
✅ "List all properties with late rent payments."
Prompting the DoorLoop AI Assistant also works best when you provide more specific information. In these examples, we've included timeframes, dates, action verbs, and entity types.
Be Specific About Timeframes
✅ "Show me lease payments for this month"
✅ "List maintenance requests from last week"
✅ "Get expenses for Q2 2024"
Include Relevant Dates
✅ "Create a maintenance request for the broken dishwasher in @ unit 302"
✅ "Show me all tenants with outstanding balances over $500"
✅ "List all properties with rent due this week"
Use Action Verbs
✅ "Create", "Show", "List", "Get", "Update", "Delete"
✅ "Submit", "Report", "Generate", "View", "Display"
Mention the Entity Type
✅ "Create a maintenance request"
✅ "Show me property performance"
✅ "List all lease payments"
✅ "Get vendor bills"
Use the @ Symbol to Mention Specific Attributes
✅ "Create a maintenance request for @Unit 307"
✅ "Show me property performance of @3405 SW 156 St"
✅ "List all lease payments for @John Doe"
✅ "Get vendor bills for @ GreenwiseFarming"
Tip: When prompting AI, you can use the "@" symbol to mention attributes in your prompts, such as a specific property, unit, tenant, owner, and more.
Avoid vague and unclear requests
Avoid ambiguity and be as precise as possible to get accurate and relevant responses.
Don't Use
❌ "I need help with my property"
❌ "Can you do something about the maintenance?"
❌ "Show me some data"
❌ "I want to know about my business"
Instead Use
✅ "Create a maintenance request for the broken dishwasher"
✅ "Show me the financial performance of my properties"
✅ "List all maintenance requests for this month"
✅ "Get me the profit and loss report for my rental business"
Common mistakes when prompting
As stated above, many of the mistakes that are made with AI are not giving it enough specific information. Avoid being too vague and broad. Be very clear with what you need and give AI an action to complete.
Don't Use
❌ "I can't find my maintenance requests" (too vague)
❌ "Something is wrong with my property" (not actionable)
❌ "Help me with my business" (too broad)
❌ "Can you do maintenance stuff?" (unclear)
Instead Use
✅ "Show me all my maintenance requests"
✅ "Create a maintenance request for the broken sink"
✅ "Show me the financial performance of my properties"
✅ "List all maintenance requests for this month"
Advanced Prompting Examples
Now that you’ve mastered the fundamentals, the next step is exploring advanced prompting techniques. These approaches go beyond simple requests and show you how to guide the AI with the use of keywords, action-oriented templates, and and entry-point requests. You’ll learn how to refine outputs, generate more accurate results, and unlock powerful use cases tailored to your workflow—helping you get even more value out of every interaction.
Smart Routing Keywords
Prompting the AI requires specific keywords that can help effectively guide the AI to the results you want. Grouping keywords together to form instructions is the bases for good AI prompting.
For Financial Reports (Automatically Routes to Reports):
"show" + "payments" → "show me lease payments"
"list" + "bills" → "list vender bills for June"
"get" + "expenses" → "get expenses this month"
"view" + "revenue" → "view revenue for this quarter"
For Property Performance:
"performance" → "show me property performance"
"profit" → "get the profit and loss report"
"financial" → "show financial metrics"
"revenue" → "list revenue by property"
Specific Action Templates
Maintenance Requests
"Create a maintenance request for [specific issue] in [location]"
"Submit a repair request for [equipment/appliance] in @ [unit/property]"
"Report a maintenance issue with [specific problems]"
Financial Reports
"Show me [type of financial data] for [time period]"
"Get me the [report type] for [property/timeframe]"
"List all [transaction type] for [date range]
Property Management
"Create a new lease for [tenant name] starting [date]"
"Show me all [entity type] with [condition]"
Entity- Specific Requests
Properties
"Show me all properties with [condition]"
"Create a new property with [details]"
Tenants
"List all tenants with [status/condition]"
"Show me tenant details for [tenant name]"
"Create a new tenant record for [person]"
Leases
"List all tenants with [status/condition]"
"Show me tenant details for [tenant name]"
"Create a new tenant record for [person]"
What You Cannot Prompt in AI
Currently, there are some features that are not available when prompting your DoorLoop AI Assistant. This is mainly done as an added layer of protection for your data that is already in DoorLoop.
AI cannot edit or update existing data.
❌ "I need to update the amount of this [invoice] to [amount]"
❌ "Please delete my property @ [property]"
❌ "Edit the amount of rent on @ [property]"
No Bulk SMS Actions
AI currently cannot create bulk bulk SMS actions, such as messaging a group of tenants in bulk.
Things to Consider
DoorLoop AI Assistant is smart but needs clear instructions. The more specific and action-oriented your request, the better the results!
Think of it like giving instructions to a helpful assistant - be clear about what you want done!
Be specific: Use unambiguous instructions.
Provide sufficient context: Enough background for relevant outputs.
Specify format & length: Tables, JSON, word limits.
Break down complex tasks: Use smaller, sequential prompts.
Iterate & experiment: Continuously refine.
Give positive instructions: Tell the model what to do, not just what not to do.
Cheat Sheet
Dos and don't
Clarity & Precision: Ambiguous wording leads to off-target results. Be explicit about desired outcome, style, and format.
Specificity vs. Brevity: Too much detail may constrain creativity; too little may omit critical context. Find the balance.
Consistency: Inconsistent phrasing → inconsistent outputs. Templates with placeholders help stabilize results.
Style & Format Control: Without explicit instructions, outputs may come in the wrong form (e.g., paragraphs instead of tables).
Token Efficiency: Unnecessary long backgrounds consume tokens and cost. Trim to essentials.
Robustness to User Errors: Users may forget details. Good prompts anticipate this with clarifying questions or slot filling.
Bias & Safety: Poorly framed prompts can amplify biases or generate harmful content. Testing and guardrails are critical.
Core components of a well-structured prompt
Context – Background that situates the task.
Example: “Considering the economic downturn…”
Instruction – The explicit action.
Example: “Summarize the key findings of the attached paper.”
Input Data – The material to process.
Example: “Here is the text of the survey responses…”
Role – The persona the AI should adopt.
Example: “Act as a seasoned marketing consultant…”
Constraints – Output limitations.
Example: “Limit the overview to 10 milestones, in bullet form.”