AI Receptionist for Property Management
An AI Receptionist Built for UK Property Management Teams
VoxHive answers tenant, landlord and contractor calls, handles routine enquiries, captures issue details and supports configured callback, maintenance and escalation workflows.
The problem
Property enquiries don't arrive one at a time.
A property team can be on the phone to a landlord, chasing a contractor and working through an existing maintenance issue when three more tenants call.
VoxHive answers those calls, captures the detail your team would have asked for anyway, and follows the routing and escalation instructions you have configured, so nothing is lost to voicemail during a busy morning.
What VoxHive handles
What VoxHive handles for Property Management
Each of these can be configured for your business, using your own wording and call-handling rules.
- Tenant maintenance and repair reports
- Emergency escalation following your out-of-hours rules
- Leaseholder and service charge enquiry capture
- Landlord and freeholder callback requests
- Contractor calls and access arrangements
- Property address and unit details captured
- Repeat and progress-chasing calls handled consistently
- Out-of-hours, evening and weekend call handling
- Callback capture with name, number and property
- Web chat and email enquiries from the same knowledge
- Call summaries and transcripts in your dashboard
In action
See VoxHive in action
An example of the kind of conversation VoxHive can be configured to handle for property management.
Customer
The communal door lock is broken so the block isn't secure.
VoxHive
Thanks for reporting that, I'll log it as a security issue now. Can I take the block address, your flat number and a contact number? I'll pass this to the property manager on call so a contractor can be arranged.
Example only. Live answers come from the information your business approves.
How it works
From first contact to your dashboard.
- 1
Phone, web, email or WhatsApp
A customer gets in touch on whichever channel you have configured.
- 2
VoxHive answers
It responds immediately using only your approved knowledge and call-handling rules.
- 3
Booking, message or lead
It captures the enquiry, takes a message or handles the appointment workflow you have set up.
- 4
Your dashboard
The conversation, summary and captured details land in your VoxHive dashboard.
Plans from £49/month
See VoxHive working for your property management
Start with a 14-day free trial, no card required, or compare the plans and included AI voice minutes.
Caller types
Tenants, landlords and contractors on the same line.
Tenants call about repairs, access, payments and general tenancy administration. Landlords call about their properties, statements and instructions. Contractors call about attendance, access arrangements and works already raised.
Prospective landlords ring to ask what you charge and what your management service covers, and every day brings a stream of ordinary administrative questions and callback requests.
VoxHive establishes which of these it is speaking to, answers what your approved information covers, and routes the rest to the right part of your team.
Maintenance
Capture maintenance enquiries with useful context.
For a reported issue, VoxHive can capture the caller's contact details, the property or location information you have configured it to ask for, a general description of the issue in the caller's own words, access arrangements where you ask for them, and callback details.
It does not diagnose faults, decide what the repair is, or judge technical severity on its own. It records what the caller described and passes it to your team, so the decision about the works and the contractor stays with you.
Urgent issues
Escalation follows your instructions, not its own judgement.
VoxHive may follow explicit escalation instructions configured by your company, for example directing certain reported situations to a named out-of-hours route or advising the caller to contact the relevant emergency service where you have told it to.
It must not independently assess gas safety, electrical danger, fire risk, structural safety, medical emergencies or criminal and security incidents. VoxHive is not an emergency service and is not presented as one; your configured wording tells callers where to go when a situation is genuinely dangerous.
Out of hours
Evenings, weekends and the calls nobody was there to take.
Tenants report problems when they get home, and landlords often call at weekends. VoxHive can answer at those times using your approved information and your out-of-hours instructions.
Routine reports are captured and queued for the next working day. Anything matching an escalation rule you have configured follows that rule instead of waiting.
Approved management knowledge
Your management information. Not generic property answers.
VoxHive is configured with the information you approve: your office hours and contact routes, how tenants should report issues, what you need from a landlord enquiry, your reporting procedures and your out-of-hours and escalation rules.
It does not read individual tenancy or property records unless a connection to that system genuinely exists. Where it cannot answer, it says so and captures the enquiry under your configured workflow.
How we describe capability
- Can be configured to handle your routine enquiries.
- Where connected to your booking system, it supports appointment workflows.
- Using your approved knowledge, it answers consistently every time.
- Where supported by your workflow, it routes urgent calls to a person.
Always available
Cover tenant and landlord calls around the clock.
24/7 call handling
Calls are answered at night, at weekends and over holidays, following your out-of-hours instructions.
Consistent responses
The same questions asked on every maintenance report, so your team receives usable detail each time.
Handle multiple calls at the same time
VoxHive can handle simultaneous conversations, helping reduce missed enquiries and unnecessary waiting when several tenants call at once.
Lead and enquiry capture
Names, numbers and what the caller wanted are captured and passed to your team.
Appointment workflows
Where configured, appointment requests are captured and handled to your rules.
Your knowledge, one place
One approved source of answers across phone, email and web chat.
FAQ
Common questions.
Can VoxHive take tenant and landlord calls when our team is busy?
Yes. When your team is already on the phone or dealing with an issue, VoxHive can answer, handle configured routine enquiries and capture the rest for the right person.
How does it handle maintenance enquiries?
It captures contact details, the property or location information you configure it to ask for, a general description of the issue and callback details. It does not diagnose the fault or decide the repair.
Can it answer calls out of hours?
Yes. It can answer evenings and weekends using your approved information and out-of-hours instructions, capturing routine reports for the next working day.
What happens if the situation sounds urgent?
VoxHive follows the escalation instructions you configure, such as a named out-of-hours route or directing the caller to the relevant emergency service. It does not assess gas, electrical, fire or structural safety itself, and it is not an emergency service.
What if it doesn't know the answer?
It says the information is not available to it and captures the enquiry with the caller's details for your team, rather than guessing at a tenancy or property answer.
Does VoxHive integrate with property-management software?
Integration requirements depend on the system you use and the workflow required. We do not claim a named property or maintenance-management integration unless it is currently supported, so requirements are discussed during onboarding.
Ready for your business
We will walk through how property management use VoxHive, what it can be configured to do for you, and what it will not do.
- UK hosted
- Designed to support your data protection requirements
- No setup fee
- Cancel anytime
Want to see how AI receptionists work specifically in property management? Read our practical guide to AI receptionists for property management, covering the calls that come in, what callers ask and what the receptionist should never attempt.
Or browse every industry we support.