For letting agents & property managers
Your front desk shouldn't be a maintenance line
Maeby answers tenant calls around the clock, sorts the genuine emergency from the dripping tap, logs the repair with the details your contractor needs, and still books viewings and qualifies applicants in between.
UK & EU data residency · No call recordings
- The emergency line covered, including the 2am leak
- 24/7The emergency line covered, including the 2am leak
- Emergency or routine, decided by rules you set
- TriageEmergency or routine, decided by rules you set
- Tenant and applicant call data processed and stored in Ireland
- EU onlyTenant and applicant call data processed and stored in Ireland
Where the phone costs you money
Maintenance calls eat the front desk
Tenants ring the branch about boilers, leaks and lockouts all day, and every one interrupts work that earns fees. The repair needs logging either way; it doesn't have to be your team doing the writing.
- The same triage questions on every call
- Urgent and routine compete for the same two hands
- Landlord and applicant calls queue behind tenant ones
The emergency obligation doesn't keep office hours
Water through a ceiling at 2am is a call someone has to take. Covering it today means an out-of-hours call centre charging per call, a rota nobody enjoys, or a personal mobile on the bedside table.
- Out-of-hours providers work from a script and bill per call
- A personal mobile doesn't scale past a handful of properties
- A missed emergency becomes a bigger repair and an unhappier landlord
Applicant calls go cold while the team is out
Viewings and inspections take people out of the branch, and listing enquiries arrive in the evenings and at weekends. The applicants most worth having ring three agencies in a row.
- Yesterday evening's enquiries are the morning's callback list
- Every negotiator asks the qualifying questions their own way
- Applicant records too patchy to match when new stock comes on
What your agent handles
Tools are switched on per agent and configured with your details — no bespoke development.
Sorts emergency from routine
You define what counts. A burst pipe transfers to your on-call number; a dripping tap is logged for the morning.
Logs the repair properly
Property, tenant, callback number, what's wrong and how urgent, all in one record a contractor can work from.
Covers out-of-hours
Evenings, weekends and the small hours, on the same flat plan as the daytime overflow. No per-call charges.
Qualifies applicants
Move-in date, tenancy length, pets, guarantor position: the answers that tell you whether a viewing is worth booking.
Books viewings
Finds a slot in the connected diary and has the viewing confirmed by the end of the call.
Writes back to your CRM
Caller matched by phone number, with the summary and outcome logged against the record.
The maintenance line is a workload, not a phone problem
Every tenant call has the same shape: who you are, which property, what’s wrong, how bad is it, when can someone come. Your team asks those questions dozens of times a day, and the answers have to be written down every time, because a repair without a record is a dispute waiting to happen.
That’s exactly the kind of call an agent handles well. The questions don’t change, the record matters, and the judgement (send someone now, or book it for Tuesday) can be written down in advance as rules. What can’t be written down in advance stays with your team.
The 2am call, honestly costed
Most agencies cover the emergency obligation one of three ways: an out-of-hours call centre billing per call, a staff rota, or the principal’s own mobile. All three work until the night two calls come at once, and none is as cheap as it looks once you count the fees, the goodwill and the lost sleep.
Maeby answers the out-of-hours line every time. A genuine emergency, as you’ve defined it, transfers to the on-call number with the property and the problem already captured. A non-emergency is logged, the tenant is told what happens next, and nobody is woken at 2am for something that can wait until nine.
Applicants are the other half
The lettings enquiry set is short and always the same: move-in date, tenancy length, pets, guarantor position, right-to-rent basics. Get those answers down properly and you can match the applicant against stock the moment something new comes on. Take them down badly and all you have is a phone number with a name attached.
Maeby works through that list on every call, books viewings from the connected diary, and writes the lot back against the applicant record.
What it means for tenant data
Tenant calls carry personal data: names, addresses, circumstances, sometimes vulnerability. Everything is processed and stored in the EU (Ireland), call audio is never recorded, and transcripts, caller numbers and messages are deleted automatically after 90 days. You can erase a single caller’s data from the dashboard before then. What remains on your side is the repair log and the applicant record.
Compliance
Built for GDPR,not retrofitted to them.
The constraints that make voice AI awkward in regulated markets were designed in from the start.
- Processed and stored in Europe
- Calls, transcripts, and summaries stay in Europe. AI models are also based there and have zero data retention policies.
- Audio is never stored
- Speech is transcribed as the call happens and discarded.
- Everything a caller said expires
- Transcripts, caller numbers, and messages are deleted automatically 90 days after the call. Not a setting you have to remember.
- Erase customer data
- If a caller asks to be forgotten, you can erase every trace of them from the dashboard.
Frequently asked questions
Will tenants know they're speaking to an AI?
If your greeting says so, and we'd recommend it. The greeting is spoken word for word as you write it, and our starter greeting says so up front. A tenant with water coming through the ceiling mostly cares that someone answered.
What happens with a genuine emergency at 2am?
Whatever you've defined as genuine transfers straight to your on-call number, with the details already captured. Everything else is logged and waits for the morning, so if the phone does go at 2am, it's a genuine emergency.
Can it instruct our contractors?
Not directly. It captures the repair in enough detail for whoever dispatches, and flags the urgency, so your team or on-call contact starts with the full picture rather than a voicemail. Anything outside the rules you set becomes a message or a transfer; it won't guess.
We already pay an out-of-hours provider. Why change?
Compare what each call costs and what comes back from it. An answering service takes a message from a script; maeby triages against your rules, logs the repair as structured data, and covers your daytime overflow on the same plan.
Does it work for sales as well as lettings?
Yes. Valuations, buyer qualification and viewing bookings are covered on our estate agents page. You can run one agent across both sides or configure one for each line.
Is tenant data handled compliantly?
Call data is processed and stored in the EU (Ireland), call audio is never recorded, and transcripts, caller numbers and messages are deleted automatically 90 days after the call. You remain the data controller; we act as processor.
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