The AI phone assistant for property managers that logs repairs overnight
Leaks, stuck gates, no heating: the agent listens to the resident, collects every detail of the report and alerts the contractor or your office straight away.
Gilbert Property Management
AI assistant · with Robert Hale
AI assistant Gilbert Property Management, this is the virtual assistant. Which building is it, and what's happened?
Verdi Court, number 12. Water is coming through the garage ceiling, it looks like a burst pipe.
AI assistant I've logged the leak in the Verdi Court garage. The on-call plumber gets the details by email straight away.
Thanks. Will you let me know when they're on their way?
WhatsApp confirmation
Gilbert Property Management
Business account
Hi Robert, your report of the leak in the Verdi Court garage has been passed to the plumber. Our office will update you tomorrow.
15:42
Emergencies don't keep office hours
- 01
Out-of-hours repairs
A pipe bursts on Saturday night and the resident rings your mobile. Without a filter, every emergency, real or not, lands on you.
- 02
Incomplete reports
Which block, which flat, since when, who's already been out. Without these details the contractor has to call back before heading out, and time is lost.
- 03
The same questions before every meeting
Meeting date, agenda, service charge due dates, bank details for payment: fair questions, but they take hours away from the accounts.
What AI does for your property management office
It knows the buildings you manage, takes complete reports and sorts them: urgent ones to the contractor, the rest to your office the next morning.
24/7 repair reports
It answers day and night, weekends and bank holidays included. It asks for the building, block, flat, fault and a contact number, and checks it has everything.
Contractor alerted by email
For urgent faults, an automation emails the contractor or on-call contact you've chosen as soon as the call ends. For serious cases the agent transfers to your on-call number.
Meetings, charges and documents
Meeting dates, agendas, service charge deadlines and where to find the minutes: the agent answers from the documents you upload for each building.
WhatsApp to residents
Meeting notices, water shut-offs, works in the courtyard: send campaigns with Meta-approved templates, with your office's name as sender.
Shared inbox for your team
WhatsApp messages, emails and missed calls land in one inbox. Assign each conversation to the colleague who looks after that building.
Urgent or can wait
Post-call analysis classifies the report. A water leak goes straight to the contractor; a blown bulb joins the next day's list.
From report to contractor, without going through you
Every report is classified. If it's urgent, the contractor gets an email with the details straight away and the resident gets a WhatsApp update.
- 1
Upload your building records
Addresses, preferred contractors, house rules, meeting dates: one document per building in the knowledge base.
- 2
Define what's urgent
Water leaks, a stuck gate, no heating: you decide what goes to the on-call contact and what waits until the office opens.
- 3
Share the new number
Tell residents the reporting number through a WhatsApp campaign or on the noticeboard. From then on, calls go to the agent.
Property managers
Trigger
Report call ended
Repairs agent, inbound calls
Step 1
Classify the fault
Urgent, routine or information request
Step 2
Is it urgent?
Leaks, stuck gates, no water
Step 3
Email the contractor
Address, block, flat and contact
Step 4
Update the resident
Template: report received
Frequently asked questions
How does an AI phone assistant for property managers work?
Residents call a dedicated number or your office line. The agent asks for the building, block, flat and problem, classifies the report and alerts the contractor or your office. You'll find the summary, transcript and report details in the dashboard.
Can it call the plumber or electrician directly?
It can transfer the call to a fixed number you set, such as your on-call contact. It doesn't pick a contractor based on the fault during the call: to route between contractors, you use emails and automations that send the report to the right address.
Can I send WhatsApp notices to all residents?
Yes, with the official WhatsApp Business through Meta. You prepare a template, get it approved and send it as a campaign to residents who have given consent. Anyone who no longer wants messages can opt out, and Replicer records it.
Can the agent answer questions about service charges?
It answers with the general information you upload, such as due dates, payment methods and meeting dates. It has no access to your accounts, so it can't give an individual resident's balance: that request becomes a message for your office.
Are residents' calls recorded?
It's up to you: call recording can be switched off. Either way, Hetyna, an Italian company certified to ISO 27001, processes data in line with GDPR. We recommend describing the service in your privacy notice.
Complete reports, even at night
We'll set up contractors, urgency rules and building documents together. Then you test it with a real report.
Guided setup · Human support when you need it