ServicesManaged Voice AgentsProperty management
AI phone assistant
for property management
The AI phone assistant answers calls while your team is in a viewing or the office is closed. It records damage reports in full and passes emergencies on by your rules. We set it up and support it in day-to-day operation.
Typical calls
“Water is dripping through my ceiling.”
“The heating has been cold since this morning.”
“When will the service charge statement arrive?”
What it takes on
The calls
that come every day
Many calls to a property manager follow familiar patterns. Callers who reach no one call again or send an email as well. The assistant takes the request in full on the first call, answers what you have approved and hands the rest to your team in order.
| Request | What the assistant does | What your team receives |
|---|---|---|
| Damage report | Asks for the property, flat, type of damage and how to reach the caller, and checks whether the damage is spreading. | A complete report instead of a callback request. |
| Emergency outside office hours | Recognises what is urgent by your rules and passes the case to the emergency service or whoever is on call. | A summary of the call and the handover. |
| Recurring questions | Answers what you have approved, such as office hours, responsibilities or when service charge statements are sent. | Fewer interruptions in day-to-day work. |
| Keys and access | Takes down a lost key or an order and explains the process you have defined. | A case with all the details. |
| Prospective tenants | Takes contact details and the property of interest, or points to your listings. | Enquiries collected in one place. |
| Owner requests | Takes questions about service charges or the owners' meeting and passes them to the person responsible. | The request with the right person. |
| Complaints and disputes | Listens, records the matter factually and announces a callback if you want it to. | A factual note for the callback. |
The assistant identifies itself as AI at the start of every call. Which systems it uses, such as a calendar, ticket system or inbox, depends on the tools you connect.
Emergencies and limits
What counts as urgent
is up to you
Before launch we agree with you which requests are passed on at once, which can wait until the next working day and which always go to your team. The assistant follows these rules in every call.
Pass on at once
- Water damage that is spreading
- Heating failure in cold weather
- Power cut in the whole building
- Front door that no longer closes
Next working day
- Dripping tap
- Broken light in the stairwell
- Questions about a statement
- Appointments for flat handovers
Always to your team
- Notices and contract questions
- Legal disputes
- Payment questions of individual tenants
- Anything the assistant cannot place with confidence
The examples show one possible split; you set the rules for your properties. If someone smells gas, sees fire or people are in danger, the assistant refers them to the emergency number 112 at once. This rule belongs in every setup.
In practice
10:40 pm,
the office is closed
A tenant reports water dripping through her bathroom ceiling. The assistant asks for the address, the flat and how bad the damage is. Because the water is spreading, the emergency rule applies: it passes the case to the emergency service and tells the tenant what happens next. In the morning the complete report is waiting for your team.
Illustrative workflow
- 1Call outside office hours
- 2Record property, flat and damage
- 3The emergency rule applies
- 4Pass to the emergency service
- 5The tenant knows the next step
Illustrative example. You decide which cases count as emergencies and who is informed.
Introduction
From the first conversation
to the first call
We plan around six weeks until the assistant answers your calls. You have a say at every step.
- 01
Understand the calls
We look at which requests reach you and at what times.
- 02
Agree the rules
Knowledge, emergency rules and handovers to your team are agreed together.
- 03
Test with real cases
We run through typical calls before the first tenant calls.
- 04
Launch and support
Once you approve, the assistant answers calls. We keep knowledge and rules up to date.
Good to know
Frequently asked questions
Your next step
How does that sound
for your property management?
Tell us which calls reach you. In a free initial call we work out whether an assistant fits and how it would work for you. You will hear back within one working day.