A property manager's actual week
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.
It answers your firm's phone
AI receptionist for property managers
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.
- Identifies the resident and their unit
- Covers the hours you choose
- Transcribes, doesn't record
Live call
00:14
Identified Marta Ruiz · Sanchidrián 12 · Entrance B, 3.º A
Resident
There's a leak in entrance B, third floor A. It's running onto the landing.
FixrOS IA
Thank you, Marta. I'm logging it as urgent under reference FIX-2481 and putting you through to the on-call plumber right now.
In your dashboard, instantly
FIX-2481 · Water leak
Urgent
Monday morning doesn't stretch that far
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.
What a firm gets back with FixrOS
Per week, adding up everything that stops being typed twice. Answering the phone is the most visible part of that sum.
Emergencies don't check your hours
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.
Five calls from an ordinary Monday
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.
Resident
Hi, I'm from 3B. Water is coming down from the garage ceiling, next to space 14.
FixrOS IA
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
Resident
My mother is trapped in the lift in entrance 2.
FixrOS IA
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
Resident
The stairwell light in entrance 2 has been out for two days.
FixrOS IA
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
Resident
I wanted to know when the next meeting is being called.
FixrOS IA
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
Resident
I was charged a higher bill this month. How much do I owe exactly?
FixrOS IA
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
From call to case, without typing a thing
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.
-
1
It knows who's calling
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.
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2
It sorts the real emergency
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.
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3
It transfers to the right person
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.
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4
It leaves the work done
The case is open in your dashboard with its reference, its building and its unit, and the resident hung 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.
What it can and can't tell a resident
It's the first question any serious property manager asks, and almost nobody answers it. Here are the boundaries in writing, exactly as they are set in the system.
It can
- Identify the resident by their number and call them by name.
- Open the case and give them the reference number on the call itself.
- Spot that the fault was already reported and add the report to the same case.
- Classify the emergency and transfer to the on-call number for that type.
- Log a query so the office can call back.
It can't
- Give out amounts, bills or arrears over the phone, even if asked.
- Treat a name said over the phone as proof of identity: unverified, no personal data goes out.
- Give another owner's information or say who owes the community money.
- Interpret the Horizontal Property Act or give legal advice.
- Approve an expense, commit to a levy or authorise works.
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.
Three things and it's running
1
Your portfolio
The buildings and owners you already have in FixrOS. That's where resident recognition comes from: there's nothing separate to set up.
2
Your on-call numbers
One contact per emergency type in each building: lift, water, gas, electrical and security. Plus a default one for everything else.
3
Your hours
You set the days and time slots your office is open. Inside them you answer; outside them she does, nights, weekends and holidays included.
What firms ask us
Are calls recorded?
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.
How does it know who it's talking to?
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.
What if it can't identify the resident?
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.
Does it really tell an emergency apart?
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.
What if the on-call number doesn't answer?
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.
Can it tell a resident how much they owe?
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.
What if three residents report the same thing?
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.
Do residents notice they're talking to an AI?
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.
Does it replace my receptionist?
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.
Does it work if my firm doesn't use FixrOS?
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.
How much does it cost?
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.
Stop picking up, starting next Monday
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.