Phone Systems for Letting Agents & Property Managers

Feature by feature: why SwitchboardFREE works for letting agents and property managers

Every SwitchboardFREE account comes with over 40 features. These are the ones that make the biggest difference to letting agents and property managers, and why.

Time-of-day routing

A boiler that fails on a Sunday or a leak through the ceiling at 2am cannot wait for Monday. Time-of-day routing rings the maintenance team in office hours and the property manager on call in the evenings and at weekends, so emergency repair calls reach someone without anyone switching the phones over by hand.

DepartmentsStandard & Unlimited plans

Applicants chasing viewings, tenants reporting repairs and landlords asking about rent all ring the same number. With departments, "press 1 to report a repair, press 2 for landlords, press 3 for viewings" sends each caller to the right team, each with its own voicemail.

Call logs

When a repair turns into a dispute, the first question is when the tenant reported it. Call logs show every call with its time, the number dialled, the duration and the outcome, so you can answer that question from a record rather than from memory.

Voicemail to email

Out-of-hours messages about dripping taps and broken door entry systems arrive by email as an audio file with a written transcript. Monday morning starts with a written list in each tenant's own words, which also forms part of your record of what was reported and when.

Call recordingPaid add-on

Conversations about deposits, rent arrears and who is responsible for a repair are the ones people remember differently. The call recording add-on records all or some calls, so you can play back and download exactly what a tenant or landlord said.

Custom greetings

An out-of-hours greeting can triage before anyone answers: "If water is coming through a ceiling or the property is not secure, press 1. For anything else, leave a message." Record it free on the app and it goes live straight away, or use a professional voice artist as a paid extra.

Divert calls to your mobile

Property managers spend much of the day on inspections, check-ins and check-outs. Calls to the branch number can ring the SwitchboardFREE app on their mobile or be diverted to any UK mobile, so the person on call takes the maintenance line with them.

Calls from your business number

Property managers who ring tenants and contractors from their own mobiles soon find those numbers being called at midnight. Calls made from the SwitchboardFREE app show the agency's number instead, so personal mobiles stay private and every call back comes to the agency.

Call queuing

Monday mornings bring a rush of weekend repairs, viewing requests and rent queries. Call queuing holds callers with music instead of an engaged tone, and queue position announcements tell them their place in line, so tenants stay on rather than ringing back again and again.

Music on holdStandard & Unlimited plans

While someone checks a tenancy file or finds the right contractor, callers hear music on hold instead of silence. Landlords and applicants know they are still connected, and the agency sounds organised.

Unlimited UK callsIncluded on Unlimited

Letting agents ring contractors, tenants, landlords and referencing agencies all day. The Unlimited plan includes unlimited UK calls (fair use applies), so chasing a plumber about a repair does not eat into a minutes allowance.

Telephone Answering ServicePaid add-on

If you would rather not run your own out-of-hours rota, trained receptionists can answer in your agency's name and pass on the details of each repair. With the Telephone Answering Service, a tenant with a leak at night speaks to a person rather than a voicemail.