Answering Service for Apartments and Leasing Offices

Our answering service for apartments takes leasing questions, resident messages and urgent maintenance calls when your number forwards to it. Try a fictional community call in the browser demo before setting up your own receptionist.

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A property manager showing an empty bright apartment living room to a prospective tenant

Cover leasing calls during tours and move-ins

Your receptionist answers overflow calls while your office handles tours, keys and move-ins. We use your approved property details to answer questions and collect the information your leasing staff needs next.

Busy office coverageForward unanswered calls while staff walk units or handle move-ins.
Useful prospect detailsCapture the caller's name, callback number and reason for calling.
Approved listing answersShare rent, availability and pet policies from information you provide.

An apartment answering service gives callers somewhere to ask questions while your leasing desk is occupied. Choose no-answer or busy forwarding so your staff can answer first, with the AI receptionist handling calls that forward through.

During onboarding, tell us which communities you manage, your office hours and the information prospects can receive. A caller asking about a two-bedroom and pets gets the listing facts you supplied; missing details become a message for your team instead of a guessed answer.

You receive an email and app push notification with the summary, urgency tag, transcript and recording. Staff can review the request between tours and decide what needs a callback. Use the leasing call workflow to plan the questions you want answered before that return call.

Route after-hours maintenance to your on-call contact

Your receptionist flags maintenance urgency using the rules you set for your community. Urgent calls can reach your on-call person by warm transfer or page, following your chosen contact order.

Unit details firstCollect the community, unit number, callback number and reported problem.
Your escalation orderSend urgent requests toward the on-call contacts you have designated.
Safety before maintenanceDirect fire or gas reports toward emergency help before alerting you.

After-hours maintenance calls follow your definition of urgency and your on-call instructions. We ask about the reported problem, collect the location and flag it for the response path you set.

For a warm transfer, your on-call person hears a short summary and presses 1 to accept. You can choose a page instead and set the order of contacts. Routine reports still arrive with a summary and urgency tag, ready for your maintenance team to review.

For gas smells or flooding near electricity, the receptionist tells the caller to get everyone out and call 911 or the utility from outside. For fire, it says to get everyone out first, then call 911 from outside. It then alerts you. It does not replace an emergency service or promise a technician's arrival time. Review the maintenance triage process when defining which calls should interrupt the on-call shift.

Answer listing questions and collect tour requests

Prospects get answers from the listing details you approve and can request a tour during the call. Your receptionist books into Google Calendar or collects the details for your leasing team's callback.

Listing facts onlyAnswer questions about rent, availability and pets from your supplied information.
Tour appointment optionBook showings into Google Calendar using your appointment instructions.
Callback when neededTake prospect details when your team needs to arrange the showing.

Your receptionist handles prospect questions with the property facts and appointment instructions you give us. Keep rent, unit availability and pet policies current so callers receive the information your team has approved.

If you use Google Calendar for tours, the receptionist can book an appointment there. If your staff needs to confirm the unit or arrange access first, choose message taking instead. The prospect's request then gives your leasing team a clear starting point for the callback.

Appointment booking does not approve an application or decide whether someone qualifies for a unit. Those decisions stay with your staff. Try asking about an unavailable detail in the demo and listen for how the receptionist gathers a message instead of inventing a listing answer.

Separate resident requests from prospect inquiries

Your receptionist asks who is calling and what they need before applying your handling instructions. A resident's maintenance report, a prospect's tour request and an owner's question each get the relevant intake.

Resident intakeAsk for the community, unit and details of the reported issue.
Prospect intakeGather contact details and the listing or tour question they have.
Owner messagesRecord the property reference and question for your team's return call.

Resident and prospect calls need different questions, so your receptionist starts by establishing the reason for the call. A maintenance report needs the unit and problem; a leasing inquiry needs the listing question and a way to reach the prospect.

An owner asking about a payout gets a message taken for your team. The receptionist has no access to a resident account balance or owner ledger, so it does not present account information it cannot verify.

You set which requests justify an urgent transfer and which should become callback messages. Calls arrive in your dashboard with their summaries and recordings, and you can change handling instructions by telling the AI in plain words. This gives your office a consistent intake process while leaving account decisions with the people responsible for them.

Keep Fair Housing call handling consistent

We use the same approved listing answers for every caller and leave screening decisions with your team. Your receptionist shares property facts without recommending who should live there or assessing a prospect's suitability.

Consistent property answersUse the same supplied rental facts when callers ask equivalent questions.
No screening decisionsLeave application approvals and applicant evaluations with your designated staff.
Staff handles exceptionsCollect a callback message when a question needs your team's judgment.

Consistent leasing intake means callers receive the same approved information about the property. We use your supplied rent, availability and pet policy facts, without selecting which prospects should receive those answers.

Your receptionist does not describe neighborhoods, schools or safety, recommend who a unit is good for, or steer callers toward a particular community. It also does not screen applicants or make approval decisions. A question outside the approved listing information becomes a message for your staff.

Include an unfamiliar prospect question in your test call, then review the transcript with the person who manages your leasing policies. Update the instructions in plain words when listing details change. Your team remains responsible for the policies and information it provides; the receptionist's role is to answer within those instructions and collect the next question.

Choose overflow, after-hours or full call coverage

You choose when your apartment phone line forwards to the receptionist: all calls, no-answer, busy or after-hours calls. Start with the coverage gap your office needs to address and test that forwarding path.

Office overflowForward busy or unanswered calls while keeping your staff first in line.
Evening coverageSend after-hours calls through the maintenance and leasing instructions you set.
All-call optionRoute incoming calls to the receptionist once your forwarding is active.

Coverage depends on which calls you forward, so choose the option that matches your office routine. Overflow forwarding can support a desk that is usually staffed; after-hours forwarding can cover the period after the leasing office closes.

We provide a local number, a forwarding guide for your carrier or phone system and a test call before you go live. The greeting identifies your receptionist as a virtual assistant and tells callers the call is recorded. Those notices stay on whichever coverage option you choose.

Your plan is $249 per month with 500 AI minutes included and $0.20 per extra minute. Try a sample apartment call first, then request a free trial. We'll email your sign-in link when ready for onboarding chat, with a card required before call forwarding goes live.

Common questions

Can the receptionist book apartment showings while the leasing office is busy?

Yes, it can book showing appointments into Google Calendar using your instructions. If staff must confirm a unit or arrange access first, it can take the prospect's details for a callback instead. Keep the listing facts and appointment rules current so the call follows your office's process.

How does it decide whether a resident has a maintenance emergency?

It asks about the problem and applies the urgency rules you give us during onboarding. An urgent report can trigger a warm transfer or page to your on-call contact. For a gas smell, get everyone out; call 911 or the utility from outside. For fire, get everyone out first, then call 911 from outside. It then alerts you.

Will residents know they are speaking with an AI receptionist?

Yes. The greeting says that your receptionist is a virtual assistant and that the call is recorded. These notices cannot be switched off. You can hear that opening yourself in the browser demo and review how the conversation appears in the resulting transcript and summary.

Can residents keep using the existing apartment office number?

Yes, you keep the number callers already use and forward selected calls to the receptionist's number. Choose all-call, no-answer, busy or after-hours forwarding. We supply a carrier or phone system guide, then use a test call to check the route before your coverage goes live.

How do leasing and maintenance teams receive messages?

We send an email and app push notification for each call with a summary, urgency tag, transcript and recording. A daily digest email also brings call information together. Your dashboard holds the call records, which staff can review before returning a prospect's question or following up on a resident's report.

Can it answer apartment calls in Spanish?

Yes, your receptionist speaks English and Spanish, and callers can switch languages during the conversation. The same property facts and handling instructions guide the call in either language. Try a Spanish prospect question or resident maintenance report in the demo to hear the intake for yourself.

What happens when it cannot answer a prospect's question?

It takes the question and callback details for your team rather than supplying a missing fact. Rent, availability and pet policy answers come from information you provide. Staff handle screening, approvals and questions that require judgment, then can update the receptionist's instructions when an approved answer becomes available.

Can the apartment call flow be tested before starting a plan?

Start with the browser demo, which needs no signup and uses a clearly fictional business. Request a free trial of 14 days capped at 100 minutes. You'll complete onboarding online, add a card before forwarding goes live and test the route before using it for your community.

Try an apartment leasing or maintenance call

Talk to the demo receptionist about a fictional tour request or resident issue. Then request a free trial to add your community's instructions; we'll email your sign-in link when ready.

Try a maintenance emergency Get a free trial