24/7 replies on WhatsApp and on the phone
The AI learns your documents — bylaws, meeting minutes, maintenance contracts, project schedules, trash pickup times, vendor contacts — and answers residents whether they text or call.
Use case · Property management
Your condo property manager, reachable 24/7 on WhatsApp and on the phone.
ReplyBot answers residents instantly on WhatsApp and picks up calls on your phone line. Real emergencies are filtered, recurring questions are handled on their own, and your property managers focus on what actually matters: disputes, maintenance projects, collections and board meetings.
- Live in under 2 minutes
- No app for your residents to install
- WhatsApp and phone line covered in parallel
- Human takeover in one click
- Firms onboarded
- 15+
- Properties managed
- 180
- Messages / month
- 12,000+
- Average automation rate
- 78%
Bellevue Residence · Unit 14
online
Hi, when is the next board meeting?
7:42 PMThe annual meeting is on May 12 at 6:30 PM in the Bellevue common room. Notices went out last Friday.
7:42 PMThe elevator is down, what do I do?
10:08 PMEmergency logged. I've contacted Otis (01 42 50 12 34) and alerted your property manager. On-site response within 2 hours.
10:08 PMHandled automatically · Hand off to a human in one click
Emergencies filtered and qualified before escalating
Leak, outage, safety issue: by message or speaking directly with the voice agent, the resident describes the situation, the bot collects the right details (unit number, photo, severity) and forwards it to the on-call manager.
Documents delivered instantly
Meeting minutes, bylaws, quotes, invoices, insurance certificates — shared directly in the WhatsApp conversation, or sent by SMS/email after a call.
60-80%
of requests handled automatically
Recurring questions — meeting dates, fees, trash schedules, emergency contacts, documents — are resolved without human involvement, whether they come in by message or by phone. Your managers focus on what matters: disputes, major projects, collections, binding decisions.
01
A reactive firm on every channel your residents use
No more multi-day waits. Replies in under a minute on WhatsApp Business, instant pickup on your phone line, even at 10 PM or on Sunday. Fewer angry follow-ups, fewer 'my property manager never replies' complaints.
02
The manager always stays in control
Take over a WhatsApp conversation in one click and the AI steps back instantly. During a phone call, the agent transfers to a manager of your choice based on availability hours. Sensitive topics (legal, formal notices, binding decisions) are escalated automatically.
03
One number per building, or a central front desk
Independent manager: one WhatsApp number and one voice number per building. Multi-property firm: the Fleet plan orchestrates several numbers — text and voice — from a single dashboard.
04
Filter cold callers and abusive calls
On the phone line, the voice agent detects cold callers, harassment or repeated abuse and can blacklist a number on the fly. Subsequent calls are rejected without picking up — your managers stop being interrupted for nothing.
05
Effortless scheduling
Building walkthroughs, board meetings, meter readings, technical interventions: the bot suggests slots and books them straight into a calendar (via webhooks), whether the request comes in by WhatsApp or phone.
Guided deployment
We set up the assistant with you, not instead of you.
We take the time to understand your firm, your buildings and your processes. Together, we decide what the bot should do — and, more importantly, what it must never do. No off-the-shelf product: a co-built deployment.
Possible integrations
- Property management software (Yardi, AppFolio, Buildium…)
- Google Calendar / Microsoft 365
- Ticketing (Zendesk, Freshdesk, Jira)
- CRM (HubSpot, Pipedrive, Salesforce)
- Document storage (Drive, SharePoint, Dropbox)
- Internal webhooks & APIs
No internal tools yet? The bot works perfectly on its own. We'll connect your tools later if and when you need it.
01
Discovery workshop
A 30-minute call to map your use cases: recurring questions, typical emergencies, off-limits topics, the tone your residents expect.
02
Assistant configuration
We configure the prompt, model, tone, WhatsApp capabilities (images, voice notes, human handoff) and the voice agent (voice, transfer hours, blacklist). Your documents — bylaws, meeting minutes, contracts, project schedules — are loaded once and used on both channels.
03
Custom guardrails
An explicit list of topics the bot handles (meeting dates, schedules, vendor contacts) and those it always escalates (disputes, formal notices, binding financial decisions).
04
Connections to your tools
Webhook integrations with your property management software, calendar, ticketing or CRM. We share specs with your IT team so emergencies open a ticket directly on your side.
05
Pilot and go-live
A pilot phase on a single number, reviewing conversations with you for one to two weeks, iterating, then rolling out to the rest of your portfolio.
06
Ongoing iteration
Monthly check-in to refine replies, add new topics and tune guardrails based on what we observe in real conversations.
Automated summaries
A clear view of what your residents ask you — every week, every month.
Every question asked is recorded, categorised and summarised automatically. You get a weekly or monthly email report: recurring topics, handled emergencies, weak signals you shouldn't miss.
Weekly or monthly — your choice
Weekly digest
Every Monday morning, a recap of the past week: top 5 topics, never-seen-before questions, activity spikes, emergencies triggered.
Monthly report
At the start of each month, a full per-building report: volume, automation rate, average response time, request categories and month-over-month comparison.
Weak-signal detection
Several residents flagging the same leak, the same outage, the same emerging topic? The summary surfaces these patterns so you can act before they become a dispute.
Exports and sharing
Each summary can be exported to PDF or sent to the resident board. Perfect for annual meetings or to show the work the team is doing.
Sample metrics surfaced
342
Messages handled
Automated + escalated, over the period
78%
Automation rate
Share resolved without a human
42 s
Average response time
Perceived wait on the resident side
6
Emergencies qualified
Leaks, outages, safety — escalated
Data is aggregated per building and per category. No personally identifiable information is exposed in the reports without your explicit consent.
From:reports@replybot.fr
Weekly digest · Bellevue Residence
342
Messages handled
78%
Automated
Top 5 topics raised
- 1Trash schedule & bulky waste42×
- 2Next board meeting & agenda38×
- 3Keys, fobs, intercom24×
- 4Facade works · timeline19×
- 5HOA fees & payments15×
6 emergencies qualified
- Water leak reported — Unit 12, 3rd floor
- Elevator stuck between 5th and 6th
- Garage door malfunction
Report generated automatically · Data is aggregated and anonymised
They've deployed ReplyBot
Property managers who took back control of their inbox.
Independent firms, resident-owned boards and multi-property groups use ReplyBot every day to respond faster and better to their residents.
“In three weeks, 70% of incoming messages are handled without us. My team no longer gets 'what time does the trash truck come?' at 9 PM — they finally focus on board meetings and maintenance projects.”
−70% inbound calls
“We set up one WhatsApp number per building. Residents text us like they would a friend, get an answer in 30 seconds, and we jump in the moment anything sensitive comes up. Zero complaints since launch.”
Reply time < 1 min
“The Fleet plan lets us orchestrate 23 numbers from one dashboard. The AI filters real emergencies — leaks, elevators, safety — and calls the right vendor before we've even read the message. A true 24/7 backup team.”
23 numbers orchestrated
“I run my practice solo. Before ReplyBot, I was answering messages at 10 PM after dinner. Now the bot handles 80% of requests and I only open WhatsApp to validate real emergencies. I've got my evenings back.”
Evenings reclaimed
Things to watch
- Neutral, factual tone: the AI is configured never to give binding legal advice. Sensitive topics are always redirected to a human manager.
- GDPR compliance: conversations contain personal data. Residents are told the number is handled by an automated tool, and retention is controlled.
- A first filter, not a replacement: the bot handles routine requests and information. Disputes, formal notices and major decisions stay human.
Frequently asked
Everything property managers ask us before getting started.
Does WhatsApp allow this kind of assistant?
Yes. ReplyBot uses a standard WhatsApp number (personal or Business), just like a human would. No terms-of-service workaround, no mandatory paid third-party API. You own the number and can take over at any time.
Do residents need to install an app?
No, nothing to install. They text the WhatsApp number or call the voice number — like they already do with their friends. For them, the experience is seamless: they ask, they get an answer.
Can the voice agent transfer a call to a manager?
Yes. You define a list of reachable numbers (managers, on-call technician, security…) with their availability hours. The agent picks the right contact based on the type of emergency and the time of day, and forwards the call directly. Outside those hours, it takes a message and notifies the relevant manager.
What happens with cold callers and spam calls?
During a call, the voice agent can blacklist a number on the fly if it detects a cold caller or abusive behavior. Subsequent calls from that number are rejected without picking up — your managers stop being interrupted for nothing and you save billed minutes. The blacklist is also editable manually from the dashboard.
How long does setup take?
Between one and two weeks depending on firm size. Discovery workshop (30 min), assistant configuration on both channels (2 to 3 business days), loading your documents (bylaws, minutes, contracts), pilot phase, then full rollout. We guide you at every step.
Who pays for the subscription — the firm or the HOA?
Your call. Some firms include it in their management fees as an internal tool. Others bill it back to the HOA as a shared communication service, approved at the annual meeting. We can provide the materials to present the case to the resident board.
Is it GDPR compliant?
Yes. Conversations contain personal data — we process them as a data processor under GDPR, with a signed DPA. Retention periods are configurable, residents are informed the number is handled by an automated tool, and data is hosted in the European Union.
Can I take over if the AI answers poorly?
Yes, in one click. On WhatsApp, any manager can pause the bot on a specific conversation, take over, then resume AI handling once the situation is resolved. During a phone call, the agent transfers to the right human as soon as it detects a sensitive topic. Sensitive topics (legal, formal notices, binding decisions) are escalated automatically anyway.
Ready to free up your phone line, inbox and messages?
Connect your first WhatsApp number and activate your voice agent in under five minutes, or tell us about your organization for a setup tailored to your buildings.