Tenant requests AI agent on WhatsApp
Tenants report repairs, ask about rent and building rules on WhatsApp; the agent logs every request for your team.
How it works
Trigger: WhatsApp — a tenant sends a message
- A tenant reports a problem or asks a question.
- The agent checks their unit record and the building info.
- For repairs, it asks the right questions and logs a maintenance request.
- It alerts your team, and sends urgent cases to your emergency number.
What it can do
Unlike a fixed flow, an agent decides which of its tools to use, in what order — and remembers the conversation.
- Logs maintenance requests with problem, urgency and visit time
- Tells tenants their rent, due day and lease end
- Answers building rules and payment questions
System prompt
The instructions that shape the agent. It's already inside the n8n template — copy it into Make or Zapier, and adjust the YOUR_… parts.
You are the WhatsApp assistant for YOUR_PROPERTY_COMPANY, talking to tenants. Reply in the customer's language and dialect (Egyptian Arabic, Gulf Arabic, Modern Standard Arabic or English). Be warm and brief.
Today is {{ $now.toFormat('cccc d LLLL yyyy') }}. The tenant's phone is {{ $('Get question').item.json.from }}.
Tools:
- "My unit": this tenant's record (building, unit, rent, due day, lease end, balance). It only returns the person who is messaging.
- "Building info": rules, payment methods, parking, garbage days, emergency contacts.
- "Log maintenance request": logs a repair request. Ask what's wrong, where in the unit, since when, and when someone can visit, before logging.
- "Notify team": alerts the property team about every maintenance request, payment questions, complaints and lease questions.
Rules:
- If "My unit" returns nothing, say the number isn't registered and use "Notify team".
- For urgent issues (water leak, no electricity, gas smell, broken door lock), tell them to call YOUR_EMERGENCY_PHONE now and use "Notify team".
- Never agree to rent changes, late-payment exceptions or lease terms; the team decides.
- Never share other tenants' details.Safety rules
Built into the prompt and the tools:
- Only shows a tenant their own unit
- Never agrees to rent or lease changes
- Sends leaks, power and gas issues to the emergency line
Uses your own AI key (Claude, OpenAI or another model). Cost depends on the model and conversation length — a small, fast model keeps most conversations to a fraction of a cent.
Diagram
Trigger App Code AI Agent tool
Code
JavaScript used in the Code step — already included in the template below.
// Keeps only text messages and pulls out who sent it and what they asked.
const msg = $input.first().json.messages?.[0];
if (!msg || msg.type !== "text") return [];
return [{ json: { from: msg.from, question: msg.text.body } }];Build it
Pick your tool — same automation, step by step.
Copy and paste straight into an n8n canvas (Ctrl+V), or download and use Import from File. Then connect your own credentials and replace every YOUR_… placeholder. AI steps use a Claude model node — swap it for OpenAI, Gemini or Ollama if you prefer.
Show code (341 lines)
{
"name": "Tenant requests AI agent on WhatsApp (Flowngn)",
"nodes": [
{
"parameters": {
"content": "## Tenant requests AI agent on WhatsApp\nTenants report repairs, ask about rent and building rules on WhatsApp; the agent logs every request for your team.\n\n**Setup**\n1. Open each node and connect your own credentials.\n2. Replace every YOUR_… placeholder.\n3. Test once, then activate.\n\nFree template from Flowngn",
"height": 260,
"width": 340
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Setup notes",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-420,
-60
]
},
{
"parameters": {
"updates": [
"messages"
]
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Incoming message",
"type": "n8n-nodes-base.whatsAppTrigger",
"typeVersion": 1,
"position": [
0,
0
],
"webhookId": "3da33d1f-b5bd-449b-aacb-2636d9dfa052"
},
{
"parameters": {
"jsCode": "// Keeps only text messages and pulls out who sent it and what they asked.\nconst msg = $input.first().json.messages?.[0];\nif (!msg || msg.type !== \"text\") return [];\n\nreturn [{ json: { from: msg.from, question: msg.text.body } }];"
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Get question",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
300,
0
]
},
{
"parameters": {
"promptType": "define",
"text": "={{ $json.question }}",
"options": {
"systemMessage": "=You are the WhatsApp assistant for YOUR_PROPERTY_COMPANY, talking to tenants. Reply in the customer's language and dialect (Egyptian Arabic, Gulf Arabic, Modern Standard Arabic or English). Be warm and brief.\n\nToday is {{ $now.toFormat('cccc d LLLL yyyy') }}. The tenant's phone is {{ $('Get question').item.json.from }}.\n\nTools:\n- \"My unit\": this tenant's record (building, unit, rent, due day, lease end, balance). It only returns the person who is messaging.\n- \"Building info\": rules, payment methods, parking, garbage days, emergency contacts.\n- \"Log maintenance request\": logs a repair request. Ask what's wrong, where in the unit, since when, and when someone can visit, before logging.\n- \"Notify team\": alerts the property team about every maintenance request, payment questions, complaints and lease questions.\n\nRules:\n- If \"My unit\" returns nothing, say the number isn't registered and use \"Notify team\".\n- For urgent issues (water leak, no electricity, gas smell, broken door lock), tell them to call YOUR_EMERGENCY_PHONE now and use \"Notify team\".\n- Never agree to rent changes, late-payment exceptions or lease terms; the team decides.\n- Never share other tenants' details."
}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Tenant agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 1.9,
"position": [
600,
0
]
},
{
"parameters": {
"model": {
"__rl": true,
"value": "claude-sonnet-5",
"mode": "list"
},
"options": {}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Claude model",
"type": "@n8n/n8n-nodes-langchain.lmChatAnthropic",
"typeVersion": 1.3,
"position": [
175,
220
]
},
{
"parameters": {
"sessionIdType": "customKey",
"sessionKey": "={{ $('Get question').item.json.from }}",
"contextWindowLength": 10
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"typeVersion": 1.3,
"position": [
345,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Returns the record of the tenant who is messaging.",
"operation": "read",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Tenants",
"mode": "name"
},
"filtersUI": {
"values": [
{
"lookupColumn": "phone",
"lookupValue": "={{ $('Get question').item.json.from }}"
}
]
},
"options": {}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "My unit",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
515,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Returns building rules, payment methods, parking, garbage days and emergency contacts.",
"operation": "read",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Building info",
"mode": "name"
},
"options": {}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Building info",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
685,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Logs a maintenance request.",
"operation": "append",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Maintenance",
"mode": "name"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"date": "={{ $now.toISO() }}",
"phone": "={{ $('Get question').item.json.from }}",
"unit": "={{ $fromAI('unit', \"Building and unit\", 'string') }}",
"problem": "={{ $fromAI('problem', \"What's wrong and where\", 'string') }}",
"urgency": "={{ $fromAI('urgency', \"urgent, soon or whenever\", 'string') }}",
"visit_time": "={{ $fromAI('visit_time', \"When someone can visit\", 'string') }}",
"status": "open"
}
},
"options": {}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Log maintenance request",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
855,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Alerts the property team about maintenance, payments, complaints and lease questions.",
"chatId": "YOUR_TEAM_CHAT_ID",
"text": "={{ $fromAI('message', \"What the team needs to know, including the customer's phone\", 'string') }}",
"additionalFields": {
"appendAttribution": false
}
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Notify team",
"type": "n8n-nodes-base.telegramTool",
"typeVersion": 1.2,
"position": [
1025,
220
]
},
{
"parameters": {
"operation": "send",
"phoneNumberId": "YOUR_PHONE_NUMBER_ID",
"recipientPhoneNumber": "={{ $('Get question').item.json.from }}",
"textBody": "={{ $json.output }}"
},
"id": "3da33d1f-b5bd-449b-aacb-2636d9dfa052",
"name": "Reply on WhatsApp",
"type": "n8n-nodes-base.whatsApp",
"typeVersion": 1,
"position": [
900,
0
]
}
],
"connections": {
"Incoming message": {
"main": [
[
{
"node": "Get question",
"type": "main",
"index": 0
}
]
]
},
"Get question": {
"main": [
[
{
"node": "Tenant agent",
"type": "main",
"index": 0
}
]
]
},
"Tenant agent": {
"main": [
[
{
"node": "Reply on WhatsApp",
"type": "main",
"index": 0
}
]
]
},
"Claude model": {
"ai_languageModel": [
[
{
"node": "Tenant agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Memory": {
"ai_memory": [
[
{
"node": "Tenant agent",
"type": "ai_memory",
"index": 0
}
]
]
},
"My unit": {
"ai_tool": [
[
{
"node": "Tenant agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Building info": {
"ai_tool": [
[
{
"node": "Tenant agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Log maintenance request": {
"ai_tool": [
[
{
"node": "Tenant agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Notify team": {
"ai_tool": [
[
{
"node": "Tenant agent",
"type": "ai_tool",
"index": 0
}
]
]
}
},
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"meta": {
"templateCredsSetupCompleted": false
},
"tags": []
}In Make, create a new scenario and add these modules in order:
- WhatsApp Business Cloud › Watch Events (messages)
- Tools › Set variable / Iterator + Array aggregator (same logic as the Code step)
- Make AI Agents › Run an agent — give it these tools: “My unit” (Google Sheets), “Building info” (Google Sheets), “Log maintenance request” (Google Sheets), “Notify team” (Telegram Bot); paste the system prompt as the agent's instructions
- WhatsApp Business Cloud › Send a Message
- Every module run uses Make operations — the free plan includes a monthly quota.
- Make's built-in functions (map, sum, formatDate…) can replace most Code steps; for complex logic use a code module.
- Module and step names can differ slightly as Make and Zapier update their apps.
In Zapier, create a new Zap and add these steps in order:
- WhatsApp — New Message
- Code by Zapier — Run JavaScript (paste the code from the Code section)
- Zapier Agents — create an agent (or AI by Zapier for a single step) — give it these tools: “My unit” (Google Sheets), “Building info” (Google Sheets), “Log maintenance request” (Google Sheets), “Notify team” (Telegram); paste the system prompt as the agent's instructions
- WhatsApp — Send Message
- Zaps with more than two steps need a paid Zapier plan.
- Webhooks, Filters/Paths and Code by Zapier are premium features on some Zapier plans.
- Code by Zapier runs JavaScript: reuse the code shown above, reading inputs from inputData instead of $json.
- Module and step names can differ slightly as Make and Zapier update their apps.
Tips
- Pair it with the rent due reminders flow, which uses the same Tenants sheet.
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