Tenant line automation for 1,400 doors: maintenance triaged into AppFolio, emergencies to the on-call tech in under a minute.
Northgate Property Group moved maintenance intake and leasing enquiries to the AI Receptionist. Work orders now land in AppFolio with the right priority, and after-hours emergencies reach a human tech within a minute.
Illustrative case study. Northgate Property Group is a fictional client used to show a typical deployment; names, quotes, and numbers are placeholders until real client results replace them.
- Client
- Northgate Property Group
- Industry
- Property management
- Product
- AI Receptionist
- Timeline
- After-hours line in four business days. Main lines after a two-week pilot. Practice tier for three cities; Improve retainer.
The problem
Northgate manages roughly 1,400 doors across three cities with a small office team. Maintenance calls went to a voicemail box and a shared inbox that was triaged each morning, so a burst pipe at 11pm was discovered at 8am. Leasing enquiries competed with maintenance for the same line, and prospects who got voicemail simply called the next listing.
The solution
The AI Receptionist with the property management pack now answers the tenant and leasing lines. Tenants are identified by phone number from AppFolio; the agent collects unit, issue, access, and urgency, creates the work order with priority, and reads back the reference. Water, gas, fire, lockout, and no-heat calls trigger an immediate warm transfer or SMS to the on-call tech with the transcript. Prospects are pre-qualified with fair-housing-approved questions and booked into showings. Owners are verified and get a scheduled callback from the portfolio manager.
What we connected
- AppFolio: tenant lookup, work orders, call notes
- ShowMojo: showing bookings
- On-call SMS rotation
- Slack: daily work-order digest for the office
Three numbers that mattered
Placeholder results for an illustrative deployment.
Maintenance requests used to sit in voicemail overnight. Now they are triaged, logged in AppFolio, and the on-call tech gets a text within a minute.
Book a call
Book a 30-minute call. We will map your workflow against this deployment and tell you what would be different.
No contracts on products · Two-week refundable pilot · You keep your number and your data