10+
Businesses use this Template
With Phonely’s Rental Inquiry Template, real estate property management becomes simplified, less time-consuming, and drastically more efficient. Property managers can quickly focus on connecting qualified prospects to the ideal properties that match their exact criteria.
This AI-driven template allows property management companies to automate intake of rental requests, enabling tenants to share their apartment criteria anytime, day or night, without needing a dedicated receptionist or agent to facilitate every initial call.
Phonely’s intuitive voice AI greets callers immediately with a natural, humanlike conversation, quickly obtaining critical details such as the type of housing desired, preferred location or specific property, budget, move-in date, and apartment requirements including bedroom count, bathroom count, pet-friendliness, and parking.
By automating this intake, property managers not only eliminate manual note-taking and data entry, but significantly improve tenant screening and follow-up efficiency. The result? Property managers are empowered to respond faster when suitable properties become available, saving countless work hours and providing exceptional customer service experiences throughout the process.
And there's even more good news—Phonely offers property-management businesses easy and free access with up to 200 minutes per month and includes your own dedicated phone number right from the start.
Read on to better understand exactly how Phonely makes the property management process far simpler—freeing you up to focus on the essential tasks that matter most.
Phonely's AI handles customer inquiries from start to finish seamlessly, covering each vital step:
Instant Greetings and Engagement: Phonely immediately greets the caller and identifies their inquiry: "Welcome, how may I assist you with rentals today? Are you interested in a specific property or building?"
Collecting Essential Rental-Preference Details: It efficiently gathers key information such as:
Specific Building Interest: The exact property name or address if specified.
Housing Type Preference: Apartment, townhouse, single-family home, or another option.
Desired Number of Bedrooms and Bathrooms: Precisely documents preferences for sizes and layouts.
Budget Range: Captures clear financial criteria to match suitable properties.
Move-in Timeline: Notes target date for smooth tenant transition.
Lease Term Preference: Duration the renter is prepared to lease.
Additional Preferences: Pet-friendly status, parking needs, proximity requirements to key locations, and other unique tenant requests.
Information Verification & Caller Confirmation: Before concluding, Phonely's AI clearly summarizes all entered rental requirements to confirm accuracy and completeness with the prospective tenant.
Once the call concludes, Phonely automatically processes and stores all tenant inquiry data within its well-organized dashboard or sends it to you via email for easy access:
Detailed Call Transcripts and Summaries: AI-generated transcripts and actionable summaries of each conversation are conveniently saved, making it easy for property management teams to review potential tenant preferences at any time.
Instant Notifications & Rental Inquiry Emails: Phonely sends instant emails directly to the property management team, including comprehensive summaries of each prospective tenant’s requirements and their direct contact information—allowing you to respond swiftly and effortlessly.
Effortless Follow-Ups & Tenant Outreach: Property managers receive everything needed to easily follow up, whether it’s to confirm rental availabilities matching tenant criteria or schedule future property showings.
With Phonely’s Rental Inquiry Template, real estate property management becomes simplified, less time-consuming, and drastically more efficient. Property managers can quickly focus on connecting qualified prospects to the ideal properties that match their exact criteria.
Every business has unique needs, and Phonely is built to adapt. The goal is to fully automate your phone receptionist system, ensuring that AI can handle calls just as effectively as your team would if not better.
By integrating directly with scheduling tools, knowledge bases, CRMs, and messaging systems, Phonely can answer customer questions, book appointments, send follow-ups, and even transfer calls to the right person without missing a step. Whether your business needs AI to handle complex inquiries, process transactions, or manage high call volumes, customization ensures that every conversation is efficient, natural, and tailored to your business. Keep reading to learn how to customize Phonely.
STEP 1
Create an account and customize your business
Setting up Phonely takes just a few minutes. After signing up, you’ll be guided through a simple onboarding process where you choose a voice for your AI agent and receive a dedicated phone number for your business. Once you have your Phonely number, you can easily forward your existing business number to it, allowing AI to start handling calls immediately.
During setup, you’ll go through a few key steps to customize your AI, including selecting call handling preferences and linking any essential tools. Once configured, your AI agent is ready to take calls, answer customer inquiries, and follow your business workflows no technical expertise required.
STEP 2
Connect your business knowledge
Phonely ensures your AI agent has all the information it needs to handle calls just like a human receptionist. You can import your entire website, allowing the AI to pull details about your services, pricing, and FAQs instantly. If you have a knowledge base or internal documentation, Phonely can integrate with that too, giving your AI access to specific policies, processes, and answers tailored to your business.
STEP 3
Add call floes to your agent
Phonely gives you complete control over how your AI agent handles calls by allowing you to build custom call flows. A call flow is a series of AI prompt blocks, question blocks, and real-time or post-call integrations that guide your AI through different interactions. Whether you need the AI to gather customer information, ask follow-up questions, transfer calls, or trigger an action like sending an email or updating a CRM, you can design the perfect workflow.
You can create call flows from scratch, import them from a template, or even have AI generate them for you using a recording or an existing call script. This flexibility ensures your AI agent adapts to your business needs while providing a structured and efficient experience for every caller.
STEP 4
View and analyze your AI Calls
Phonely provides powerful insights into every call, allowing you to track performance, refine call flows, and optimize customer interactions. You can access AI-generated summaries, full call recordings, and transcripts to quickly review conversations. Advanced analytics let you dive deeper into call sentiment, outcomes, and key topics, giving you a clear picture of how your AI agent is handling inquiries.
Beyond reviewing past calls, Phonely helps you improve performance over time. You can see where callers are hanging up or getting stuck, test different approaches with A/B testing, and fine-tune your call flows based on real data. With these insights, you can continuously enhance your AI agent’s effectiveness and ensure every call delivers the best experience possible.
If your business handles over 2,000 calls per month, you may qualify for Phonely’s Enterprise Plan, which includes advanced features designed for high-volume operations. Additionally, if you need priority support, white-glove monitoring, AI buildout and integrations, custom features, or additional data controls, our enterprise solutions provide the flexibility and security you require.
Some key enterprise features include:
Dedicated Infrastructure & Provisioned Capacity – Scale effortlessly with high availability and 99.999% uptime.
Advanced Security & Compliance – SOC2 Type II, HIPAA, and PCI DSS compliance for full data protection.
Custom AI Development – Work directly with our team to build AI agents tailored to your business workflows.
Priority Support & White-Glove Service – Get hands-on assistance with onboarding, monitoring, and ongoing optimizations.
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