Setting Up Tasks and Automations with Matt

Setting Up Tasks and Automations with Matt

Matt does not just answer questions — he can execute multi-step workflows called action plans. These plans break complex tasks into discrete steps that Matt carries out sequentially, with your oversight at every stage.

What Is an Action Plan?

An action plan is a structured sequence of steps that Matt creates to accomplish a goal. When you ask Matt to do something complex, he proposes a plan rather than trying to do everything at once.

For example, asking "Chase all overdue rent" might produce this plan:

1. Research — Identify all tenants with overdue payments.
2. Email — Draft a chase email for each overdue tenant.
3. Wait — Pause for 3 days.
4. Check — Verify which tenants have now paid.
5. Conditional — For those who still have not paid, escalate to a firmer follow-up.
6. Email — Send follow-up emails with escalated tone.

Step Types

Email Steps

Email steps draft and send messages to tenants, contractors, or other contacts.

• Matt drafts the email based on context (tenant name, amount owed, property, etc.).
• You can review and edit the draft before Matt sends it.
• Emails are sent from your connected email account (Gmail or Outlook).

Wait Steps

Wait steps pause the plan for a specified duration.

• "Wait 3 days" — Plan resumes after 3 days.
• "Wait until Monday" — Plan resumes on the specified day.
• Wait steps are useful between chase emails or when waiting for contractor responses.

Check Steps

Check steps verify a condition before proceeding.

• "Check if tenant has paid" — Matt looks up payment records.
• "Check if maintenance ticket is resolved" — Matt checks ticket status.
• The plan branches based on whether the condition is met.

Research Steps

Research steps gather information from your portfolio or external sources.

• "Research available plumbers in the area" — Matt searches your contacts.
• "Find comparable rental values" — Matt analyses your portfolio data.
• Research results feed into subsequent steps.

Conditional Steps

Conditional steps branch the plan based on outcomes from previous steps.

• "If the tenant has paid, close the case. If not, escalate."
• "If the contractor is available, schedule. If not, find an alternative."

Managing Action Plans

Reviewing a Plan

When Matt proposes a plan:

1. Read through each step to understand what Matt will do.
2. Approve the plan to start execution, or request changes.
3. Matt starts with the first step and progresses sequentially.

Pausing and Resuming

You can pause an active plan at any time:

• Click Pause on the plan progress indicator.
• Matt stops at the current step and waits for you to resume.
• Resume by clicking Continue or telling Matt to proceed.

Cancelling a Plan

If a plan is no longer needed:

• Tell Matt "Cancel the current plan" or click the cancel button.
• Matt stops execution and rolls back any pending actions.
• Completed actions (like sent emails) cannot be undone.

Modifying In Progress

You can adjust a plan while it is running:

• "Skip the next wait step and send the follow-up now."
• "Change the email tone to more formal."
• "Add a step to notify me by email when this is done."

Real-World Workflows

Monthly Rent Chase

"Chase all overdue rent with a 3-day reminder, 7-day follow-up, and 14-day final notice."

Matt creates a plan that:

1. Identifies all overdue tenants.
2. Sends friendly reminders.
3. Waits 4 days, then checks who has paid.
4. Sends firm follow-ups to those who have not.
5. Waits 7 more days, then sends final notices.

Lease Renewal Workflow

"Remind me about leases expiring in the next 60 days and draft renewal offers."

Matt creates a plan that:

1. Finds all leases expiring within 60 days.
2. Drafts a renewal offer for each tenant.
3. Sends the offers with your approval.
4. Checks for responses after 7 days.
5. Flags non-responders for follow-up.

Maintenance Coordination

"Fix the boiler at Flat 2 — find a gas engineer, get a quote, and schedule the repair."

Matt creates a plan that:

1. Creates a maintenance ticket.
2. Searches your contacts for gas engineers.
3. Emails the top-rated engineer requesting a quote and availability.
4. Waits for a response.
5. Schedules the appointment and notifies the tenant.

Scheduling Plans

You can ask Matt to run plans on a schedule:

• "Chase overdue rent every Monday morning."
• "Send me a portfolio summary every Friday."
• "Check for expiring certificates monthly."

Scheduled plans run automatically and notify you of results.

Tip: Start with simple action plans (like a single rent chase) to build confidence, then progress to multi-step automated workflows as you get comfortable with the system.