AI Receptionist for Property Managers
Tenants report a leak, prospects ask about a vacancy and owners want an update, often all at once. Viyo answers each one, logs the details and sends the urgent items to the right person.
Works alongside your maintenance contacts and your team.
The phone rings for every unit you manage
Small issues and true emergencies arrive on the same line, at any hour.
Tenants call when nobody is at the desk
A tenant with a blocked drain or dead lock gets voicemail and calls again, angrier, an hour later.
Emergencies overnight look like routine calls
A burst pipe at midnight needs a different response than a squeaky door, but voicemail treats them the same.
Vacancy enquiries need quick inspection times
Prospects who wait a day for a viewing slot often apply somewhere else.
Repair details arrive incomplete
Vague messages such as 'something is wrong in the bathroom' send your team back for a second call to the tenant.
Tenant, owner and applicant calls, all covered
Viyo speaks with each type of caller in the way your agency would.
Maintenance requests
Records the unit, the fault, when it started and whether anyone can give access.
Emergency triage
Recognises floods, gas smells, no heat and lockouts, and escalates them straight away.
Rental enquiries
Answers questions on available units and books viewings for applicants.
Rent and lease questions
Takes routine questions and passes anything account-specific to your team.
Owner check-ins
Logs owner messages and requests for updates with the property in question.
Contractor call-backs
Takes messages from tradespeople confirming times or asking for access.
Workflows that keep each unit on track
Requests reach the right desk with everything needed to act.
Repair request intake
Turns a vague complaint into a ready work order.
- Confirm the tenant's name and unit
- Ask what is broken and how urgent it is
- Note access instructions and pets
- Send the request to your maintenance queue
After-hours emergency
Gets real emergencies to a human without delay.
- Ask safety questions such as gas or flooding
- Give the tenant immediate safety guidance you approve
- Alert your on-call contact by text
- Log the incident with a time stamp
Viewing booking
Fills vacancies faster.
- Ask which unit the applicant is interested in
- Collect their move-in date and household size
- Book an open inspection or private viewing
- Send a confirmation with the address
Owner message relay
Keeps landlords informed without interrupting you.
- Identify the owner and property
- Capture the question or concern
- Tag the message by priority
- Email a summary to the assigned manager
A heating fault reported after hours
Thanks for calling Lakeside Property Management. How can I help?
Hi, it's Marcus in unit 12. The heating stopped working this afternoon.
Sorry about that, Marcus. Is the whole unit cold, or only certain rooms?
The whole place. We have a baby, so it's getting pretty chilly.
Understood, I'll mark this as urgent. Is there anyone home who can let a technician in tonight?
Yes, I'm here all evening.
Thank you. I'm alerting our on-call contact now and they will call you on this number. Is 555 0186 the best one?
That's right.
Perfect. Your request is logged for unit 12, and you'll hear back tonight.
What your team gains
Set up around your portfolio
Add your properties
Share the buildings, units and how you name them.
Define what counts as urgent
Tell Viyo which faults need an immediate alert and who is on call.
Point your line to Viyo
Route the main office number, or only after-hours calls.
Watch the first requests arrive
Review the logged calls and refine the questions.
Feeds your existing workflow
Requests and messages land where your team already looks.
Your property records
Calls are matched to the unit and tenant on file.
Your maintenance queue
New requests arrive ready for dispatch.
Your phone line
Keep the number tenants already have.
Email and text alerts
On-call staff are notified the moment something urgent comes in.
Call a Viyo agent as a property managers customer would
Pick up the mic and talk to a live voice agent. No signup needed.
You'll say: “Hi, the heating in my apartment has stopped working and I need someone to look at it.”
Then listen as the agent checks availability, confirms the details, and wraps the call - the way it would on a real call.
Live call via the Viyo Voice SDK · mic access required
Property Managers: what you'll want to know
How does Viyo decide what is an emergency?+
You set the rules, such as flooding, gas smells or a lockout. Viyo asks the right questions and alerts your on-call contact when a call matches.
Can it tell a tenant to call emergency services?+
Yes. For safety risks it can give the guidance you approve, then still log the incident for your team.
Will it discuss a tenant's rent account?+
It takes a message and passes account questions to your staff. It does not give out balances or make payment promises.
What if a caller is upset?+
Viyo stays calm, records the concern and can transfer to a manager when you want a person to step in.
Does it handle owners as well as tenants?+
Yes, and each type of caller gets its own set of questions and its own routing.
Can I keep my office number?+
Yes. Your existing number stays the same and simply forwards to Viyo when you choose.
Give every tenant a live answer
Try a sample repair call and see how requests reach your team.