Three hundred doors, one leasing office, two lines
A prospect wants a tour on Saturday. Your resident in 212 has a smoke alarm chirping. Both are ringing the same number, and your leasing agent can only be on one call.
Caller
“I saw the two-bed with the balcony on your website. Is that still available and could I look round today? I'm relocating for work on the first.”
What happened next
- Confirmed the two-bed plan as listed, quoted the posted rent and the deposit
- Booked a Saturday 2:15pm tour, calendar invite sent to the leasing agent
- Captured: relocating, move-in target the first, one dog under 25 pounds
- Flagged the pet weight against the community policy for the agent to confirm
Your leasing traffic and your resident traffic share one number
That's your structural problem at any size. Prospects call on Saturdays and lunchtimes. Your residents call whenever something breaks. The queue doesn't sort itself.
A prospect who gets your voicemail is gone within the hour. Somebody touring three communities on a Saturday won't call you back, and your agent, mid-call with 212 about that smoke alarm, never learns the tour existed.
Your residents feel it from the other side. They wait behind your leasing calls to report something that takes forty seconds to log, decide your office never picks up, and stop reporting small faults at all. Those small faults are the ones that become your big ones.
GreetKeeper answers both kinds of traffic at once, so your tour inquiries and your maintenance reports stop competing for the same agent. Your prospect gets availability and a slot; your resident gets a logged request with a number.
Which caller gets which treatment
Everything turns on the first answer: are you a resident or are you looking to be one. The paths barely overlap after that.
| Caller | What it does | Where it goes |
|---|---|---|
| Prospect asking about availability | States the plans, rent and deposit you posted | Tour booked on the leasing calendar |
| Prospect asking about pets, parking, income rules | Reads your community policy verbatim | Captured with the inquiry, agent confirms |
| Resident reporting a fault | Logs unit, fault and access permission | Maintenance queue, or dispatch if it matches your emergency list |
| Resident asking about rent or a notice | Takes a message, no discussion | Your property manager, never the assistant |
| Applicant chasing a decision | Confirms it was received, nothing more | Leasing, flagged |
| Vendor or delivery at the gate | Reads your access instruction | On-site staff |
What a Saturday tour inquiry actually gets asked
Four questions, in an order that means a prospect who won't qualify hears so kindly and early, rather than at your office door.
Which floor plan, and when do you need it
The plan name as you list it and the move-in date. Those two decide whether you have anything to show, and a prospect needing the first of next month is a different conversation from one browsing for spring.
Read the policies that disqualify people
Pet weight and breed, parking allocation, the income multiple you apply. Reading them out loud on the first call saves a tour that was never going to work, and your caller would rather hear it now.
Book against the leasing calendar
A real slot with one of your agents, rather than a promise that somebody will call back. Your Saturday tours are the ones that convert, and they're the ones your office is least able to answer for.
Keep the resident queue separate
A maintenance call arriving in the same minute gets the unit number, the fault and whether your resident permits entry when they're out. It never lands in your leasing follow-up list.
Priced against one vacancy week
A complex of a few hundred doors usually sits on Professional at $149 a month for 750 answered calls, then 35 cents each. A smaller community running one building fits Starter at $49 for 200 calls, then 45 cents. Both numbers are published, and so is the overage rate, which most of the field hides.
Set that against a unit standing empty an extra week because three Saturday prospects reached a recording. The comparison people reach for is a receptionist's wage, and that's the wrong one: the agent you have is already employed and already busy.
It does not run your leasing pipeline
What on-site managers ask
Will it quote a rent that's out of date?
It quotes what you gave it, so a stale figure is a stale answer. Update the plan list when you move a price, the same way you'd update the listing. Nothing here reads your pricing system live.
Can it tell a resident when maintenance will arrive?
It confirms the request is logged and reads your published response window. It won't promise a time slot unless you've given it one to promise, because a missed window costs you more goodwill than the delay does.
What about a resident calling about a neighbor?
Noise complaints, disputes and anything involving another resident get taken as a message for your manager. The assistant records what was said and stops there.
Does it handle calls in Spanish?
English is what we can state at launch. If a share of your residents call in Spanish, ask about it on the demo and judge from what you hear rather than from a claim on this page.
Can the leasing office keep answering when it's staffed?
Yes. Most communities forward on no-answer and after close, so the assistant covers the Saturday overflow, the lunch hour and the evenings rather than replacing the agent at the desk.
Hear it take a Saturday tour call
Your floor plans, your pet policy, two minutes.