View Video: “Getting Started With Merlo AI Teams Assistant“
In this video we take you through the basics of Merlo AI from installation to various prompts that will help you to learn how to use Merlo AI.
If you have any questions or concerns, please do not hesitate to contact Merlo AI support team at support@merlo.ai
Overview #
Merlo AI is an AI-powered assistant designed to simplify and automate day-to-day strata management tasks. Available directly within Microsoft Teams, it connects to your strata system and allows you to retrieve information, perform actions, and generate communications using simple, natural language.
With Merlo AI, you can:
- Retrieve strata plan, owner, and committee information
- Draft and send emails
- Raise work orders and track activity
- Monitor compliance deadlines and renewals
- Prepare for AGMs and manage communications
- Analyse documents and extract key information
There is no need to log into multiple systems or navigate complex menus — simply ask Merlo what you need.
Accessing Merlo AI #
- Open Microsoft Teams on your desktop or mobile device
- Navigate to Apps (left-hand sidebar) or use the search bar
- Search for Merlo AI
- Open the app to start chatting
- (Optional) Right-click and select Pin for quick access
Mobile: Open the Teams app, go to your chats, and select Merlo AI. All features are available on mobile.
Asking Questions #
You can interact with Merlo just like messaging a colleague. There are no commands or special syntax required.
Examples:
- “Show me all work orders for Plan 12345.”
- “Which plans have insurance renewals in the next 90 days?”
- “Who are the committee members for Plan 98765?”
- “Draft an email to the owner of lot 5 in Plan 12345 about a water leak.”
Merlo will either:
- Return the requested information
- Perform the action
- Or generate a draft for your review
Specifying a Strata Plan #
For accurate results, always include the strata plan number in your request.
Examples:
- “Get the insurance details for Plan 12345.”
- “Show me arrears for Plan 98765.”
- “Create a work order for Plan 55321.”
Being specific ensures faster and more accurate responses.
Using Merlo AI on Mobile #
Merlo AI works seamlessly on mobile via Microsoft Teams.
Steps:
- Install and open Microsoft Teams
- Log in with your work account
- Open the Merlo AI chat
- Type your request or use the microphone icon for voice input
Tip: Voice input is ideal when you’re on-site or on a call. Simply speak naturally (e.g., “Show me committee contacts for Plan 44100”).
Attaching Files for Analysis #
Merlo AI can analyse documents you upload directly in chat.
Steps:
- Click the attachment (paperclip) icon in Teams
- Upload your file (PDF, Word, Excel, audio, or Outlook email .msg)
- Add your instruction in the same message
Examples:
- “Compare these three roofing quotes and summarise pricing and scope.”
- “Analyse this fire safety report and list key actions.”
- “Transcribe this voice note and extract tasks.”
You can upload multiple files for comparison.
Attaching a File or Document for Merlo to Analyse #
1. In the Merlo AI chat in Teams, click the attachment (paperclip) icon in the message input area.
2. Browse to the file you want to attach; PDF, Word document, Excel spreadsheet, audio recording, or Outlook email (`.msg`) are all supported.
3. You can attach multiple files at once for comparison tasks.
4. Type your question or instruction in the message field alongside the attachment.
Examples:
- “I’ve uploaded three roofing quotes. Compare them and summarise the price, scope, and timeline for each.”
- “Analyse this fire safety report and list the recommended actions.”
- “I’ve uploaded a voice note from a site inspection — transcribe it and extract the key tasks.”
Multi-Step Requests #
Merlo AI can handle multiple actions in a single request.
Examples:
- “Get insurance details for Plan 12345 and draft an email to the committee — then send it.”
- “Find all lots in arrears in Plan 98765 and send reminder emails.”
- “Check upcoming AGMs and send motions request emails to owners.”
Merlo will execute each step sequentially and confirm progress.
Continuing Conversations #
Merlo remembers the context of your conversation, so you can ask follow-ups without repeating details.
Example:
- You: “Get insurance details for Plan 12345.”
- You: “Now draft an email to the committee.”
Merlo will use the previous response automatically.
Sending Emails #
When Merlo drafts an email:
- It will show you the draft first
- You can edit or refine it
- Then confirm to send
To send immediately:
- Include the instruction in your prompt
Example:
- “Draft an email to the owner of lot 3 in Plan 12345 about a noise complaint and send it via Outlook.”
Top Tips for Getting the Best Results #
- Be specific about the plan number. Always include “Plan 12345” (or whatever the plan number is) so Merlo knows exactly which property you’re asking about.
- Combine tasks in one prompt. Merlo can retrieve information and take action in a single message; the more you chain together, the more time you save.
- Use it on the go. Open Teams on your phone and ask Merlo questions while you’re at an inspection or on the way to a meeting. It works identically to desktop.
- Drag and drop files. Attach PDFs, Word documents, quotes, reports, or Outlook emails directly into the chat and ask Merlo to analyse, summarise, or act on them.
- Ask follow-up questions. Merlo remembers the context of your conversation, so you can continue refining or building on a previous answer without starting over.
- Use voice input on mobile. Tap the microphone in Teams and speak your question naturally; great for hands-free use.
