It recognises the number, greets the resident by name and knows which building and unit they are calling about. It opens the case in your dashboard, gives them the reference number on the call itself and, if it's a real emergency, puts them straight through to the right on-call number.
A firm doesn't lose the day to hard decisions. It loses it to picking up, scribbling a note, working out which building the caller meant, and starting over when the phone rings again.
That's what our own breakdown of a firm's workload measures. The phone isn't just one more block: it's the one that interrupts every other.
Per week, adding up everything that stops being typed twice. Answering the phone is the most visible part of that sum.
A leak at three in the morning on a Saturday is exactly as urgent as one at ten on a Tuesday. And until now somebody had to be on the other end.
No menus, no press-one. It listens, knows who it's talking to and which building, and does what needs doing: open the case, put the emergency through to the right person, or log the query.
Hi, I'm from 3B. Water is coming down from the garage ceiling, next to space 14.
Thank you, Luis. I'm logging it as urgent under FIX-2496 and putting you through to your building's on-call plumber right now.
Water emergency · Case opened · Transferred to the plumber
My mother is trapped in the lift in entrance 2.
That's an emergency. It's logged under FIX-2497 and I'm putting you straight through to the on-call lift company.
Lift emergency · Transferred to the lift engineer, not the plumber
The stairwell light in entrance 2 has been out for two days.
That one is already logged under FIX-2470. I'm adding your report to the same case so it's on record that you reported it too.
No duplicate case · The report joins the existing one
I wanted to know when the next meeting is being called.
I'm logging your query with your name and your building, and the office will get back to you. Anything else you'd like to add?
Query logged · Emailed to you with every new call
I was charged a higher bill this month. How much do I owe exactly?
I can't give out amounts or account details over the phone. I'm logging your query and the office will call you to go through it.
Never gives amounts or arrears by phone · The office calls back
This is the difference from a smart answering service: it doesn't hand over a summary someone has to read and retype. It works inside your dashboard, on your own portfolio of buildings.
It matches the number against your portfolio and, if it's on file, greets the resident by name and confirms their building and unit. If the number isn't there, it asks first for the building and then for their full name, and looks them up within that building.
Gas, fire, someone trapped in a lift, electrical risk, a serious leak or a security problem. Everything else is an ordinary case: still logged, but it wakes nobody up.
And not to a generic number: the lift engineer if someone is trapped, the on-call plumber if it's a leak, the default contact if that building has none for that type. If nobody answers, the urgent case stays open all the same.
The case is open in your dashboard with its reference, its building and its unit, and the resident hangs up knowing that number. If another resident reports the same thing, it joins the case instead of duplicating it. And you get an email with every new call.
It's the first question any serious property manager asks. Here are the boundaries in writing, exactly as they are set in the system.
Everything it does, it does on your portfolio, and it leaves a trail in the case.
Calls are not recorded. They are transcribed, and the resident knows it from the greeting, because the assistant says so: "This conversation is being transcribed in order to handle your request." That transcript stays attached to the case, handled like the rest of the community's information.
The buildings and owners you already have in FixrOS. That's where resident recognition comes from: there's nothing separate to set up.
One contact per emergency type in each building: lift, water, gas, electrical and security. Plus a default one for everything else.
You set the days and time slots your office is open. Inside them you answer; outside them she does, nights, weekends and holidays included.
No. The audio isn't recorded: the conversation is transcribed so the request can be handled and there's a record of what was asked. The resident knows from the greeting, because the assistant says so in her first sentence, and the transcript stays attached to the case.
It matches the incoming number against your portfolio. If the owner is on file, it greets them by name and confirms their building and unit. If the number isn't there, it asks first for the building and then for their full name, and searches within that building.
It doesn't press or leave anyone hanging: it handles the call normally and opens the report all the same, flagged as "unverified". What it won't do is give out any personal data, because a name said over the phone proves nothing.
It classifies six types: gas, fire, someone trapped in a lift, electrical risk, water and security. And it doesn't call a generic number: it transfers to that building's on-call contact for that type, which isn't the same for a lift as for a leak.
The assistant picks the conversation back up, tells the resident the urgent report is already logged with its reference number and that the on-call service will call them back. The case stays open and flagged as urgent in your dashboard.
No, and it's not an oversight: it's ruled out in her script. No amounts, no bills, no arrears over the phone. She logs the query with the name and the building, and the office calls back.
Three cases don't get opened. The assistant recognises the incident is already logged, gives the resident the existing reference and adds their report to the same case, so it's on record that they reported it too.
She speaks naturally, with no menus and no odd pauses, but she doesn't play games: she introduces herself in the greeting as the firm's virtual assistant. We would rather it were clear from the first sentence.
It takes the repetitive calls off her hands, which are most of them, plus the ones that come in when the office is closed. What reaches a person arrives written up, identified and with its case already open, which is where their judgement actually counts.
The receptionist is part of the system, not an add-on: it recognises the resident because it reads your portfolio, and it opens the case because it writes into your dashboard. If you're coming from another program, migration is part of the setup.
It depends on how many buildings you manage and how much of the day you want covered, so a single figure would be meaningless. We work it out with you on your real numbers during the demo.
We'll show you the receptionist working on one of your real buildings, not a catalogue example. Half an hour and you'll know whether it fits.
One operating system. 6 apps.
