AI-powered defect management for rented properties
innoclix mm is AI-powered defect management software: tenants report defects in an AI chat, property managers and service providers handle them in the portal, and every step is fully documented until the case is closed.
What is innoclix mm?
innoclix mm is a multi-tenant SaaS web application for defect management in rented properties – in existing residential portfolios as well as during the warranty phase. It replaces defect reports by form, email or phone with a digital, traceable process for everyone involved.
- Defect reporting via AI chat: tenants describe the defect in a conversation instead of a form.
- Structured report: category, room, urgency and trade are prepared and reviewed by staff.
- Complete audit trail: every step is stored in a case timeline that cannot be altered.
- Deadlines under control: automatic reminders and escalation based on SLA rules per priority.
- Everyone in one place: property management, warranty management, owners, general contractors, specialist firms, caretakers and tenants.
- Data protection: hosting on servers in Germany, data processing under Art. 28 GDPR.
How digital defect reporting works
Create tenants
The property manager creates tenants manually or via CSV/Excel import. Tenants do not self-register and only report for their own apartment; they sign in with tenant number, last name and a one-time code sent by email.
Report the defect in the AI chat
The assistant asks targeted questions – exactly what tradespeople need on site – and creates a structured report. Photos, videos and PDFs can be attached and located on the floor plan; a safety net detects urgent cases such as water, heating failure or a broken lift.
Review and assign
Staff review and correct the AI fields – people decide, not the AI. The case is then forwarded, assigned to the general contractor or sent back to the tenant with a question.
Coordinate the appointment
Tenants enter time slots within the next two weeks; appointments are coordinated in the portal. Appointments agreed by phone are logged with contact person and time.
Complete and prove
The tenant confirms completion. If the general contractor declines, the case returns for review – and every step remains in the timeline as evidence, for example for warranty claims.
Defect reporting by form or by AI chat?
| Criterion | Classic form | AI chat in innoclix mm |
|---|---|---|
| Capture | Tenants fill in predefined fields themselves. | The assistant asks for exactly what tradespeople need on site. |
| Result | Quality depends on what the tenant enters. | Structured report with category, room, urgency and trade. |
| Urgency | Must be recognised by the property manager. | A safety net detects urgent cases such as water, heating failure or a broken lift. |
| Review | Staff review the details. | Staff review and correct the AI fields; the AI is never the only source. |
Features at a glance
AI chat for defect reports
Targeted questions instead of a form; the AI structures, people decide.
Case timeline
Every step is documented and cannot be altered – evidence towards the general contractor.
Reminders & escalation
Automatic reminders and escalation on missed deadlines based on SLA rules per priority.
Roles & permissions
Property management, warranty, owners (read-only), GC, specialist firms, caretakers, tenants, admin.
Appointment coordination
Time slots within two weeks, coordination in the portal, phone calls logged.
Photos, videos & floor plan
Uploads with metadata such as GPS removed; defect location on the floor plan.
Hosted in Germany
Servers in Germany, data processing under Art. 28 GDPR, optional virus scanning.
API-first
All functions available via an API; a mobile app is planned.
Frequently asked questions about innoclix mm
What is innoclix mm?
innoclix mm is AI-powered defect management software for rented properties, for example in residential portfolios and during the warranty phase. Tenants report defects in an AI chat, property managers and service providers handle them in the portal, and every step is documented until the case is closed. The multi-tenant web application is available at https://mm.innoclix.de.
How does a defect move through innoclix mm – from report to resolution?
The tenant reports the defect in the AI chat, the property manager reviews the structured report and assigns the responsible company. Appointments are coordinated in the portal, the tenant confirms completion, and every step is recorded in the case timeline.
How does innoclix mm support warranty management?
Every step of a case is stored in a timeline that cannot be altered. This makes it possible to prove when a defect was reported, forwarded and handled – for example for warranty claims against the general contractor.
How do tenants get into the system?
The property manager creates the tenant accounts – manually or via CSV or Excel import. There is no self-registration, so only authorised people can report defects.
Does the AI decide on defects?
No – people decide, not the AI. The AI prepares a structured report (category, room, urgency, trade) but is never the only source: staff review the details and correct them where necessary.
Where is innoclix mm data stored?
Data is stored on servers in Germany (hosted by Strato). innoclix mm is operated as data processing on behalf of the customer under Art. 28 GDPR.
Who is the data controller for tenant data?
The controller for tenant data is the customer, i.e. the landlord or property management. DLC Ingenieurs- & Planungsgesellschaft mbH processes the data as a processor under Art. 28 GDPR.
How much does innoclix mm cost?
Pricing for innoclix mm is calculated individually on request; just ask via the form at www.innoclix.de/en/demo/. Use is free of charge for tenants and invited service providers.
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