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Operational memory — the system remembers what you can't

Across 3,000 units nobody remembers that the AC in Apartment 1204 was "fixed" twelve days ago. The tenant does, the second time it dies. PMFriend remembers for you.

How it works​

  1. Register assets on the property page: the AC splits, the chiller, the lifts, water heaters, pumps, the fire system. Type, a label, where it is, when it was installed (leave blank and it takes the building's handover date), make and model if you have them. A few minutes per building, once — or put them in the property import CSV.
  2. Link requests to assets. When a report comes in, pick the asset in the request drawer (or create one on the spot). The job created from that request inherits the link.
  3. PMFriend watches the history. The moment an open job is on an asset that already had a job completed in the last 30 days, you see it:
    • a repeat chip on the request and a banner in the drawer — "Same AC split had a completed job 12 days ago — consider a different contractor, or whether the unit is at end of life";
    • the same warning on the work order card, so whoever dispatches sees it before picking the contractor again;
    • a Repeat failure item in your Attention Inbox;
    • a fixed 12d ago chip on the property's Assets card, with a History button that lists every request and job on that unit — including whether the tenant said it was actually fixed.

Why it matters​

  • Stop paying twice. A repeat failure inside a month is usually the same fault — that's a warranty conversation with the contractor, not a new invoice.
  • Repair or replace, with evidence. Three jobs on the same chiller in a summer is an argument for replacement that you can put in front of an owner with dates and costs, not a feeling.
  • The contractor picker learns. Together with the tenant's did it get fixed? answers, the history is what ranks one plumber above another — see Contractors.

In ChatGPT or Claude​

Through the reporting connector, "tell me about Tower 4, Apartment 1204" now includes the property's assets, how many open jobs each has, how many were completed in the last 90 days, and which one just failed again.

What it doesn't do yet​

No warranty tracking, no unit templates ("every 2-bed in this tower has these six assets"), no AI reading the history for you. Those come after the pilot tells us which of them matters.

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