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Property / lettings
Negotiators walk into qualified viewings, not speculative ones
Every portal enquiry gets qualified (budget, timeline, affordability, pet status, move-in date) before it becomes a viewing slot. Feedback is captured automatically, no-show rate drops by half.
Client
UK regional lettings agency
Build time
5 weeks to production
Headline outcome
Enquiry triage without a negotiator
The problem
A regional lettings agency drowns in portal enquiries, 80-200/day across Rightmove, Zoopla, and OnTheMarket. Negotiators spend 60% of their day chasing phone numbers and booking viewings that no-show because the enquirer hasn't been pre-qualified. Feedback after viewings rarely gets captured, so landlords hear silence instead of signals.
The system
An intake conversation that qualifies every enquiry before it hits a negotiator. Budget, timeline, employment, pet status, and move-in date are captured via email or WhatsApp. Qualified enquiries get a viewing slot directly from the negotiator's calendar. Post-viewing feedback is collected from both enquirer and negotiator. Landlord updates generate automatically.
How it runs
The workflow, end to end.
01
Enquiry intake
Enquiries from every portal and the website land in one queue. Each is matched to a live property and tagged.
02
Qualification conversation
Email / WhatsApp conversation qualifies budget, timeline, employment, pet status, move-in date. Non-qualifying enquiries get a polite decline.
03
Viewing booking
Qualified enquiries are offered live viewing slots directly from the negotiator's calendar. Calendar invites + SMS reminders fire automatically.
04
Post-viewing feedback
Both the viewer and the negotiator are prompted for structured feedback within 24h. Feedback gets summarised for the landlord update.
05
Landlord reporting
Weekly landlord update generates per property: viewings booked, viewings attended, offers, feedback themes, market suggestion.
Outcomes
What it moves.
-45%
Viewing no-show rate
-12
Negotiator hours / week
100% on time
Landlord updates sent
3h → 18min
Time from enquiry to booking
Stack
What it's built on.
- Rightmove / Zoopla / OnTheMarket APIs
- Twilio (SMS + WhatsApp)
- Google Calendar / Outlook API
- Reapit / Alto CRM API
- Claude
PropertyLettingsLead qualification
Running 200+ properties? Let's look at your enquiry-to-viewing ratio.
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