Use case · Real estate
Three managers, 220 calls a day, and no record of what was said
A property manager runs 90 buildings and 5,400 units. Owners call about a leak, an unexplained charge, a works request, or to ask where the general meeting stands. Three managers pick up, write in a notebook, and call back when they can.
No credit card required
The starting point
The manager does not manage buildings, they manage interruptions
Two hundred and twenty calls a day for five people is one call every two minutes. In between, someone should be preparing a general meeting, chasing a contractor and checking a quote. This is not an organisation problem: it is a channel problem.
- 220 calls a day, many just asking for a progress update
- No written trace of what was promised on the phone
- Works tracked in as many spreadsheets as buildings
- Owners have no way of knowing without calling
What gets deployed
Give another channel before hoping for fewer calls
- 01
The portfolio modelled
Building, block, unit, owner, management contract: five linked objects. The incoming call is recognised and attached to the right building before the manager even picks up.
- 02
The call produces a request, not a note
What was said, what was promised, by when: recorded in the request, visible to colleagues. The promise stops depending on the notebook of whoever answered.
- 03
Works are tracked end to end
Report, quote, vote, order, intervention, completion. Every step has its date and its owner, per building. The spreadsheet per building disappears.
- 04
The owner space avoids the call
Status of open requests, meeting dates, documents. Not a gadget: the only way to reduce a call volume where half the callers simply ask "where is it up to".
What it moves
What the setup targets
- ≈ 220 → 120
- calls per day targeted
- 90
- buildings tracked without a spreadsheet
- 100%
- of phone promises written down
- 1
- space where the owner looks first
Go further
The building blocks used
Custom objects
Your business applications, with no development: properties, case files, contracts, with segments and automations.
DiscoverVirtual phone system
The complete SMB switchboard: greeting, routing, queues and statistics.
DiscoverTickets & SLAs
Requests tracked, deadlines kept, delays made visible.
DiscoverWeb pages
Publish campaign and service pages from your CRM, with no developer.
DiscoverCRM-integrated telephony
Calls and customer records in the same product — not an integration, a given.
DiscoverFAQ
Frequently asked questions
Do you replace our property management software?
No. Building accounting, service charge calls and cost allocation stay in your specialist software. We take the relationship and request tracking, and the two synchronise through the API.
Is the incoming call genuinely recognised?
If the number is known, the owner's record and their building appear before the call is answered. Otherwise the manager searches in two keystrokes during the call.
Does the owner space require an account?
Email identification is enough to open it. You decide what is visible, request by request and document by document.
220 calls a day across three managers — what changes?
The voice agent absorbs the information requests — the status of a job, a contractor's details, the date of a general meeting — and only transfers what needs the manager. The switchboard always answers, even when all three are on a call.
How is a call matched to the right building?
The calling number identifies the owner, and therefore their unit and their building. Across 5,400 units, that removes the three minutes spent working out which building is being discussed before anyone even hears the request.
Another question? Write to us — a human will answer.
Before you decide
Try the whole suite, for free
The Discovery plan is not a crippled demo: all eight hubs are open, two users, a thousand contacts, a hundred credits on us. No card and no end date. Model your first file and judge for yourself.
Create a free accountNo card, no automated sales chasing, and no feature that closes after fourteen days.
Comparisons
Coming from somewhere else? The migration is gentle
Contacts, companies, opportunities, tasks, segments and email templates come across from Brevo, HubSpot or an export. Keep your old tool as long as you need: nothing forces a big-bang switch, and nothing is deleted on your side.
Compare with your current toolReady to bring all your tools together?
Create your free account in two minutes: CRM, telephony, marketing, appointments and customer service — all in one place, with AI built in.
No credit card required