AI Receptionist for Property Managers
Separate prospect, resident, owner, and vendor calls. Capture maintenance details and follow the property's escalation rules.
Choose the questions and next step, then test one real call before sending callers here.
- Specific questions
- Useful call notes
- Human follow-up
Example call notes
Ready for the team
- Intent
- Property management
- Priority
- Standard
- Next step
- Send call notes
What this call should accomplish
Back to top ↑A showing request, resident issue, and vendor call need different follow-up. Start with the caller, property, timing, and requested next step.
Keeps the requested next step with the property details.
Leaves qualification and Fair Housing decisions to people.
Separates prospect, resident, owner, and vendor calls.
Records the caller, property, timing, and requested next step.
Questions worth asking
Back to top ↑Ask about the caller, property, and requested next step without deciding eligibility or availability.
- 1
What name and number should the property team use for follow-up?
- 2
Which unit and property are involved?
- 3
Is this about leasing, rent, maintenance, access, or a vendor?
- 4
Are you a buyer, seller, renter, resident, owner, or vendor?
- 5
What happened, and what would you like the team to do next?
After the caller hangs up
Back to top ↑The property team receives the call notes and requested next step.
Call notes keep the caller, property, timing, and request together.
The requested next step goes to the property team.
People own availability, qualification, assignment, and property decisions.
Where the useful details can go
Back to top ↑Put the useful details from showing calls in the tools your team already uses. Set up and test each connection first.
Slack
Send the call summary or captured lead to one channel.
See Slack details →
Google Calendar
Create a Calendar event only when the call includes an appointment request and captured time.
See Google Calendar details →
HubSpot
Send the available lead and caller details to HubSpot.
See HubSpot details →
Zapier / Make
Start a Zap or Make scenario with the call or lead details.
See Zapier / Make details →
Webhooks
Send the selected call or lead event to your public HTTPS endpoint.
See Webhooks details →
Want examples? Explore integrations →
Where people stay in control
Back to top ↑What stays with your team
- People remain responsible for pricing, availability, Fair Housing, legal, lending, and property decisions.
- Calls outside the showing script go to the property team.
Questions owners ask
Back to top ↑What happens when a call does not fit the script?+
Send it to the property team or use the message and callback fallback set during setup.
Can it decide whether a buyer or renter qualifies?+
No. It can ask approved questions, but people own eligibility, availability, Fair Housing, lending, and property decisions.
Related pages
Back to top ↑Compare other real estate call situations before choosing a script.
- Real Estate overview
- Real estate agents
- Brokerages
- Leasing
- Showing scheduling
- Lead qualification
- Maintenance dispatch
Put this playbook to work
Choose the caller details and the next person who should respond.
Want the numbers? See pricing →