AI employee 01
The Maintenance Triager
Takes every repair report, grades it against your urgency matrix, raises the job, and escalates a genuine emergency to the on-call rota straight away.
Property · Property Managers
Property Managers: every enquiry answered, qualified, and booked.
A leak at 11pm does not wait for the office to open, and the tenant who cannot reach anyone rings the landlord instead. Your AI workforce answers, grades the fault, books the approved contractor against a real access slot, and has the owner updated before morning.
Who you are dealing with
7 Minds Systems is chaired by Ali Reza Eta, and we run our own group companies on the system we sell.
We hold no security certifications, and the security page leads with it.
In short
A premium website and a managed AI workforce for property managers, answering every enquiry at any hour and taking it through qualification to a booked slot in your calendar.
For property managers, an Autonomous Digital Branch pairs a premium website with a managed AI workforce that answers every enquiry at any hour and takes it through qualification to a booked slot in your calendar. An AI employee differs from a chatbot in one way that matters: it owns a defined job, qualifies and books end to end, then hands a briefed enquiry to a human.
What the branch does for property managers
01
Grade the fault before it becomes an emergency
Every repair report is triaged against your own urgency matrix, so a genuine emergency reaches the on-call rota and a dripping tap joins the schedule.
02
Keep tenant and owner apart
A tenant chasing a repair and a landlord asking about spend are two conversations, each answered only from the records that party is entitled to see.
03
Report to owners without the Friday scramble
Works, spend, and statement questions are answered from the records you already hold, so the monthly update stops being a manual round of emails.
What the status quo costs
The quiet leaks every property manager learns to live with.
01
Out-of-hours repair calls land on a manager's personal mobile, and whoever picks up is working an unpaid second shift.
02
Tenants and leaseholders escalate to the landlord or the freeholder when nobody answers, so the first you hear of a fault is the complaint about it.
03
Contractor scheduling runs through a chain of voicemails, so a two-hour job waits a week and the same tenant chases it three times.
04
Arrears letters and owner statements slip in a busy month, so the fee conversation with the landlord starts on the back foot.
The workforce we build for property managers
Named AI employees, each owning one job and doing it relentlessly.
Not a single chatbot. A briefed team, wired into your calendar and the systems you already run, handling the front of house your practice could never staff at all hours.
Your branch, live
A briefed team for property managers
4 AI employees, one front of house, no closing time.
Each role beside this owns a single job and runs it day and night, wired into your calendar and the systems you already run. Every regulated step routes to a human for sign-off.
- The Maintenance TriagerOn duty
- The Contractor SchedulerBriefed
- The Arrears ChaserBriefed
- The Owner ReporterBriefed
The Maintenance Triager is working an enquiry right now
AI employee 02
The Contractor Scheduler
Collects the tenant's access windows, books an approved contractor into one of them, and confirms both sides, so a job stops living in voicemail.
AI employee 03
The Arrears Chaser
Runs the rent-arrears sequence on your timings and in your tone, logs every contact, and escalates to a named manager at the trigger point you set.
AI employee 04
The Owner Reporter
Answers landlord and leaseholder questions on works, spend, and statements from the records you hold, and flags anything needing a manager's judgement.
How it works
Live in weeks, then run for you.
01
We map your enquiries
On one call we map where property managers enquiries arrive, where they leak, and what each lost one is worth. You leave with a plan and a number.
02
We build the site and the workforce
A premium site signed off before any code, then the AI employees wired into your calendar and the systems you already run, with every regulated step approved by a human.
03
We launch it and keep it sharp
It goes live answering, qualifying, and booking. Then we monitor, report, and improve it, so the branch keeps getting better without you lifting a finger.
What it returns
The numbers a branch like this moves.
Answered
Every out-of-hours repair report, without a second shift
Same day
Faults graded, jobs raised, and access windows collected
Evidenced
Every arrears contact and owner update logged in order
We have written up the mechanics behind these numbers: read what an unanswered enquiry actually costs and what happens to an enquiry after the first five minutes.
Straight answers
What property managers ask before they commit.
Will an AI assistant make tenants feel less listened to by a managing agent?
“Our tenants already think nobody listens, and an AI will make that worse.”
The complaint underneath that is usually silence, and silence is the part this removes. Every report is acknowledged as it arrives with a reference and a next step, the tenant can see where the job sits, and a manager is brought in the moment the answer needs judgement. You approve every line it says before it says it.
We do viewings too, so why is this a separate specialism?
Because they are different jobs on different clocks. Viewings, applicant qualification, and referencing sit in our letting agents and estate agents specialisms, where the measure is how fast a viewing gets booked. Management starts once the tenancy is live and is measured on repairs closed and owners kept informed. An agency doing both runs one branch with two sets of routing rules.
How much of a managing agent's time does setting up an AI assistant take?
“Nobody here has time to run a setup project through a busy quarter.”
Your side is one call and one document. The call covers your urgency matrix, your approved contractor list, your arrears timings, and who signs off what. Build, scripting, and testing sit with us, and a single AI employee is usually working within a fortnight.
Built to the standard
Aligned to UK lettings and block-management defaults (Tenant Fees Act permitted payments, TPO or PRS redress, client money protection, Right to Rent checks, section 20 consultation on major works, and the RICS service charge residential management code), with regional equivalents named on request.
The agent stays inside scripts you approve, every regulated workflow is signed off by a human before it goes live, and we keep an evidence trail for inspection.
An out-of-hours repair call becomes evidence later, whether or not anyone intended it to. Whether a recorded call needs consent under UK GDPR covers what a tenant has to be told before a recorded line takes the report, and who owns an AI employee day to day and what its trail records covers the audit trail a managing agent has to be able to produce.
The maths
Priced against what it saves, not the hours it takes.
Builds start from £3,500 with a managed AI workforce retainer, shown in your local currency. A standalone AI employee runs about £3,000 to set up plus £700 a month. The ROI calculator puts the recovered enquiries against that cost on your own numbers, so you see the payback before you commit.
The scope and the number are agreed in writing before work starts. The call is thirty minutes, no pitch.
From
£3,500
One-off build for property managers. Workforce managed monthly thereafter. Use the calculator to see the payback on your own numbers.
Questions
What property managers ask us.
It answers at once, grades the report against your own out-of-hours definition, and follows the rule you set for it. A genuine emergency, a burst pipe, a total loss of heating, someone trapped in a lift, reaches your on-call contractor or emergency line straight away with the address and the access details. Everything else is logged, raised for the next working day, and the tenant is told which of the two it is.
It connects with common platforms such as Reapit, Arthur, and Fixflo, and the scoping call confirms exactly what links and what does not. Job creation, tenancy records, and owner statements are each checked on their own, because they rarely sit in the same product.
They run as two routes with two sets of rules. A tenant gets repair status, access arrangements, and their own tenancy detail. A landlord or leaseholder gets works, spend, and statement information for the properties they hold. Neither route can answer from the other's records, and that boundary is written into the build before it goes live.
Arrears follow the sequence and the tone your agency already uses, on timings you set. Each contact is logged, the tenant is given a route to explain or arrange payment, and the case escalates to a named manager at the trigger point you drew. The agent serves no notice and gives no advice on possession.
More in property
Run a different kind of practice? We go just as deep on these.
Book a strategy call
Thirty minutes on a branch for property managers.
We map where property managers enquiries arrive, the workforce that closes the gap, and the return it should make, then tell you exactly what we would build and what it costs. No pitch deck.
Know the scope and the number before you start.
The build is scoped and priced in writing before it begins, with the exclusions named, and the AI workforce is built and trained on your services and voice before it answers anyone. You commit to a defined piece of work, not to a promise.
Book a thirty-minute call
Pick a time straight from the diary. If you would rather write first, email us and a person replies, usually the same working day.