24/7 tailored replies
The AI learns from your documents: bylaws, meeting minutes, maintenance contracts, project schedules, trash pickup times, vendor contacts.
Use case · Property management
Your condo property manager, reachable 24/7 on WhatsApp.
ReplyBot answers residents instantly, filters real emergencies and frees your property managers for what actually matters: disputes, maintenance projects, collections and board meetings.
- Live in under 2 minutes
- No app for your residents to install
- 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
Leak, outage, safety issue: the bot shares the right contact, asks for a photo or unit number, and notifies the manager on call.
Documents delivered instantly
Meeting minutes, bylaws, quotes, invoices, insurance certificates — shared directly in the conversation.
60-80%
of messages handled automatically
Recurring questions — meeting dates, fees, trash schedules, emergency contacts, documents — are resolved without human involvement. Your managers focus on what matters: disputes, major projects, collections, binding decisions.
01
Faster response, restored reputation
No more multi-day waits. An answer in under a minute, 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 the conversation in one click and the AI steps back instantly. Sensitive topics (legal, formal notices, binding decisions) are escalated automatically.
03
One number per building, or a central menu
Independent manager: one WhatsApp number per building. Multi-property firm: the Fleet plan orchestrates multiple numbers from a single dashboard.
04
Effortless scheduling
Building walkthroughs, board meetings, meter readings, technical interventions: the bot suggests slots and books them straight into a calendar (via webhooks).
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
Bot configuration
We configure the prompt, model, tone and capabilities (images, voice notes, human handoff) and load your documents: bylaws, meeting minutes, contracts, project schedules.
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 number on WhatsApp like they already do with their friends. For them, the experience is seamless: they ask, they get an answer — whether it's the AI or the property manager doesn't matter.
How long does setup take?
Between one and two weeks depending on firm size. Discovery workshop (30 min), bot configuration (2 to 3 business days), loading your documents (bylaws, minutes, contracts), pilot phase on a single number, 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 bot answers poorly?
Yes, in one click. From the dashboard, any manager can pause the bot on a specific conversation, take over, then resume AI handling once the situation is resolved. Sensitive topics (legal, formal notices, binding decisions) are escalated automatically anyway.
Ready to relieve your phone line and inbox?
Connect your first number in two minutes, or tell us about your organization for a setup tailored to your buildings.