Viewing requests during viewings
Prospects call while your agents are showing another property. The call goes to voicemail, and an interested buyer or tenant moves on to the next listing.
Prospects get answers. Tenants get heard.
For real estate agencies that also manage properties. The assistant answers listing questions, takes viewing requests, records tenant repair reports with every detail that matters, and hands it all to your team.
- Answers day and night
- German, English, French, Italian
- Hands over with a summary
Tenant
Incoming call · Example call
00:04
Assistant: Hello, this is the automated assistant of Graf Immobilien. How can I help?
Tenant: Hi, my whole flat has had no heating since this morning. Lindenweg 12, Thalwil, third floor left.
Assistant: I'm sorry. No heating at all is urgent, so I'll flag it. When can someone be let in, and who am I speaking with?
Tenant: Today after five, or tomorrow all day. Anna Rossi, 076 318 44 92.
Assistant: Thank you, Ms. Rossi: 076 318 44 92. I've marked it urgent and passed your report on to property management.
Repair report recorded
Lindenweg 12, 3rd floor left · no heating · urgent
Where property phone lines lose time
Agents are out at viewings, property managers are on site, and the phone keeps ringing with prospects and tenants who all need something different.
Repair reports with half the facts
'Something is leaking' is not enough. Without building, flat, problem, urgency and access times, your team calls back just to collect the basics before anyone can act.
The same questions on every listing
Rooms, size, rent or price, move-in date: the answers are already in the listing, yet the same questions come in by phone for every new property you publish.
What it handles for your agency
One assistant for both sides of your business: prospects asking about listings and viewings, and tenants calling about the buildings you manage.
Answers listing questions
Answers from your listing information, such as rooms, size, price or rent and location. It never says a property is still available unless that is recorded.
Takes and books viewing requests
Records the property and the days and times that suit. With a connected calendar it books viewings directly and only confirms what the calendar confirmed.
Records complete repair reports
Building address, flat or unit, what is wrong, whether it is urgent and when someone can be let in: everything your team needs to organize the repair.
Puts safety first
For fire or smoke, a gas smell, serious flooding or someone stuck in a lift, it tells the caller to call the emergency number 112 first.
Explains house rules and waste collection
Answers tenants' everyday questions about the buildings you manage, from your house rules, waste collection schedule and building information.
Passes on rent and lease matters
Rent, deposits, lease terms and disputes between neighbors become a message for your staff with a callback number, never a legal opinion on the phone.
From first ring to your team
One typical call to a property manager, whether it comes from a prospect or a tenant, ending with a complete record your team can act on.
- 1
Answers as your assistant
It picks up every call, introduces itself as your agency's automated assistant and asks how it can help, also while your agents are out at viewings.
- 2
Understands who is calling
A prospect asking about a listing or a viewing, or a tenant with a repair, a house rules question or a rent matter: each gets the right next questions.
- 3
Collects the details
Property, flat, problem, urgency and access times for repairs; property and suitable times for viewings. The phone number is read back every time.
- 4
Hands over with context
Transcript, summary and details land in the NAIRON dashboard, and with HubSpot or Pipedrive connected, the outcome is written back to your CRM.
What it records. Where it stops.
Every call ends with the details your team needs – and the assistant never goes beyond what you have set up.
Recorded on every call
Repair reports and viewing requests arrive complete, so your team can brief a tradesperson or confirm a viewing without calling back to ask.
Property or building
Flat or unit
Problem
Urgency
When access is possible
Viewing days and times
Name
Phone number
Where it stops
Tenants and prospects take what they hear on the phone at face value. So the assistant states only what you have recorded and leaves commitments to your team.
- Never says a property is available, reserved or let unless that is recorded.
- Never promises when a tradesperson will come or who will pay for a repair.
- Never shares another tenant's details.
- Gives no legal advice on leases, rent or notice periods.
- Sends anyone in danger to the emergency number 112 first.
Live without an IT project
Start from a template built for your industry and make it yours step by step.
- 01
Start from your industry template
The “Real estate & property management” template comes with the intake questions, guardrails and greeting already written.
- 02
Add what only you know
Opening hours, services and prices, FAQs or your website – the assistant answers only from what you give it.
- 03
Forward your calls
Keep your number and forward calls to NAIRON, or get a new one from us. Calls, summaries and requests land in your dashboard.
Connects with
- Google Calendar
- Microsoft 365
- Microsoft Bookings
- Calendly
- HubSpot
- Pipedrive
Can the assistant book property viewings?
Yes, once you connect a calendar: Google Calendar, Microsoft 365 Calendar, Microsoft Bookings, Calendly or a custom calendar API. It then books viewings directly and only confirms what the calendar confirmed. Without a connected calendar it records the property and the days and times that suit, and your team gets back to the prospect to confirm.
What happens with urgent repairs outside office hours?
The assistant asks whether the problem is urgent, for example a leak, something unsafe, or no heating, water or power, and records the report with all details. If you store an emergency number for building problems, it gives that number to tenants with an urgent problem outside office hours. When anyone is in danger, it sends the caller to 112 first.
Can it tell callers whether a property is still available?
Only if you have recorded it in the information the assistant uses. It does not read your listings system live, so it never says a property is still available, reserved or let on its own. If the status is not recorded, it takes the caller's interest and contact details, and your team follows up.
Does the AI phone assistant work with our CRM?
Yes, with HubSpot and Pipedrive: the assistant can look up the caller and write the outcome of the call back to the CRM. Without a CRM, every call still lands in the NAIRON dashboard with transcript, summary and the collected details, and callback requests also arrive by email.
What do we need to get started?
You start from the ready-made template for real estate and property management, describe your agency and portfolio, link the page where your listings are published, add an emergency number for building problems and upload your house rules. Then you forward your existing number, without a long IT project. It answers in German, English, French and Italian.
Answer every prospect and tenant, even mid-viewing
Start with the real estate template, add your listings page, house rules and emergency number, and let the assistant take viewing requests and repair reports.