Answering Services for Property Management Virtual Receptionist

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People like to make a human connection when calling your property – they way in which your phones are answered really does send a message about your business. Appletree can serve as your virtual receptionist team, answering every call right away. Leasing and maintenance calls are handled by our professional staff and messages are taken for other business calls. You can access your messages online at any time. The result is a competitive advantage that supports your prospects and residents 24 hours a day.

Virtual Receptionist

Appletree’s answering service agents handle all calls to your property as a virtual receptionist. Agents specifically:

Serve as a receptionist for your property office 24x7, 365 days a year.
Take messages and provide information to callers
Route leasing and maintenance inquiries during and after office hours
Provide messages and reporting to office staff

Agents are provided with customized call instructions specific to your property so that calls are handled to your exact specifications.

Message Delivery

Text Messaging: Call information is delivered via text message to a cell phone or pager.

E-Mail: Call information and activity is delivered via e-mail to the property email accounts.

Web Messaging: Clients can access all messages and account activity online. You can track your messages from the time they are taken until the time delivered, and each step in between.

Web OnCall Scheduling

Manage your office schedule online to ensure accuracy and save time. Avoid faxing for calling in to make last minute personnel changes.

Intelligent Dispatch

Allows answering service agents to click and dial the correct on-call person that you manage from the web. The protocol manages the dispatch of calls to your staff while increasing speed and accuracy.

Online Appointment Calendar

Appletree agents can utilize online calendars through Google Calendar’s sync application for Outlook or other online calendars to check your office staff availability and schedule appointments.

Call Routing Options

Automatically Forward Busy and Unanswered Calls to Appletree – The property’s local phone service provider forwards all busy and unanswered calls from the property to Appletree instead of going to voicemail. Callers are either directly connected to an Appletree agent or routed according to the caller’s selection for leasing, maintenance, or the management office.

Manually Forward Calls to Appletree when Out of the Office – When the office is closed or the property office is busy serving residents, your office can manually forwarded all calls to Appletree. Callers are either directly connected to an Appletree agent or routed according to the caller’s selection for leasing, maintenance, or the management office.

Call Recordings

Appletree records the phone call audio and agent screen for every call. Calls are stored for a minimum of three years as encrypted .wav files and can be emailed or played over the phone.

Reporting

Standard message summary reports are delivered via email or fax and can be accessed via the Web. Email and fax reports are delivered on demand or at a scheduled day and time. Appletree uses Crystal Reports to provide customized reporting that includes call information and answer statistics which are delivered in several formats such as MS Excel and Access.

Ongoing Support

Your customer service team is available via toll free number and email for: