Handling Viewing Requests for an Estate Agency with an AI Receptionist

The agency needs property enquiries answered while negotiators are out, with viewings booked straight into the right diary.

The main challenge is to answer calls reliably without pulling people away from the work in front of them.

• Agents are out conducting property viewings when potential buyers call.
• Buyers expect quick answers about property listings, details and availability.
• Viewing requests are recorded manually on scraps of paper or missed altogether.
• Ensuring high-quality leads are identified and quickly routed to the right negotiator.

Viva AI Receptionist addresses the business’s needs. It is connected to the business number and trained on the business’s own information, hours and routing rules.

Enquiries and viewings:

• Confirms property listing details and availability using information approved by the agency.
• Books property viewings directly into the negotiator’s diary using supported calendar integrations.
• Sends the buyer an instant viewing confirmation with the relevant appointment details.

Follow-up for the team:

• Captures the caller’s contact details, property preferences and specific requirements.
• Sends a concise enquiry summary to the relevant negotiator for timely follow-up.
• Transfers the call to a team member whenever the caller requests to speak to a person.

What this scenario shows:

• Property enquiries are answered promptly, even when the team is out of the office.
• Property viewings are scheduled seamlessly without repeated calls or missed connections.
• Negotiators receive qualified, well-documented leads with all the essential details.

This is an illustrative scenario, not a customer result. If you would like to see how it would work on your own calls, ask for a live demonstration.