I built an AI version of myself to answer tenants questions, diagnose problems, book viewings and screen for eligibility…

I am really pleased to announce an exciting new development at my Estate Agency, Notts Relocate. I  have turned myself into an AI Chatbot, which can book viewings, take payments and support existing tenants 24/7…

CHATBOT LINK: Notts Relocate AI Agent

Booking viewings with no Humans…

The Chatbot version of me allows for viewings to be booked with no humans involved.  We have added QR codes to our estate agency boards. Someone standing outside one of our properties can now scan the code and arrange a viewing on the spot with no friction.

It means that 24 hours a day we respond immediately to viewing requests and instantly send out application forms. The AI can is also linked to a Stripe payment links for holding deposits if someone says they want to pay they can immediately get a place to enter a card. One of Alan Sugar’s favorite sayings on The Apprentice is, “The early bird catches the worm.” In lettings, this saying is so true.

The chatbot version of me is even programmed with our income eligibility questions and checks the user is on £14k (our minimum criteria) to rent a room. If the applicant meets the criteria, they are taken straight to our calendar to book an available viewing, no asking awkward eligibility questions the AI does it for us.

Within minutes of the QR’s going up a viewing was booked

Even if someone contacts us at 3am, our AI agent can respond instantly. We are no longer missing opportunities simply because nobody is online and the cost is minimal compared to hiring staff 24/7.

24/7 replies to Tenant Requests

In HMOs many tenant requests are often very similar, like the “Wifi isn’t working” or “someone stole my plate”, these requests often take a lot of staff time to reply to, to make our process more efficient the AI Chatbot has been programmed with 12,000 words of FAQ’s manual that can provide support to tenants 24/7. For example if a tenant reports mould, it can provide them with info on how to manage humidity and a link if they cannot resolve the issue. If a sink blocks it can recommend, Mr Muscle is used to unblock it, before calling out maintenance.

The AI also streamlines our workflows and directs users to the correct form. A maintenance request, for example, cannot be submitted without a photograph. Tenants can also confirm whether we have permission to enter the property. This means a much better information flow and less emails back and forth. The AI also lists the key information we need when the user sends in the specific task.

It took a lot of work to get all the 150 or so topic areas written into our context files (which is around 12,000 words) but the great thing with AI is that you can just brain dump your ideas using a AI dictation tool and get the AI to turn it instructions that are readable by a LLM’s. LLM’s are extremely powerful when the context and prompts are extensive and high quality.  The next phase of the project is to get my admin to extract operational policy from 11 years of emails and Whatapps to further enhance nuances of the replies.

The system is not intended to replace our admin staff. Our admin involved throughout. It simply allows us to respond more quickly, collect better information and provide support when nobody is available. This is a big step forward for Notts Relocate. We now have an AI version of me that never sleeps and does not need paying… As a force multiplier AI is going to change the world!

CHATBOT LINK: Notts Relocate AI Agent