Friday, 16:50. Heating failure at Block 12, and the phone has not stopped since.

The AI secretary for your property management firm

Water damage, heating failures and lift breakdowns go straight to your on-call service under your own rules. Everything else is recorded and documented with property, unit, reporter and time. No new number, no hardware at the office.

Five calls you know

One needs somebody to drive out, four need documenting. Which is which you decide once — and scoco sticks to it.

• Emergency report

  “There’s water standing in our basement.” scoco captures the property, the unit, the reporter and the callback number, asks what kind and how bad, and follows your rule: put straight through to the on-call number you have set, or to the trade number you have set, with a spoken note of what it is about.

  Result for you: the on-call service knows where it is going and what is waiting before it picks up.

• Damage report, not urgent

  “A light in the stairwell is broken.” scoco takes the property, the unit, the type of damage and the reporter, without waking anybody.

  Result for the office: a documented report with a timestamp, workable on Monday.

• Tenant matter

  “I have a question about the service charge statement.” scoco takes the property, unit, name, request and callback number. No information about statements, amounts or contracts.

  Result for the office: the callback is prepared, instead of somebody ringing three times in a row.

• Query from a contractor

  “I’m at the door and I can’t get in.” scoco takes the trade, the property, the job as the contractor describes it and the callback number, and puts it through by your rule. A contractor standing at a locked door is an urgent case.

  Result for the office: the appointment does not fall through because nobody answered the phone.

• Owner and committee

  “I have a question about the annual statement.” scoco recognises from the request that it belongs with the property manager, records it in full and forwards it.

  Result for the office: the committee member is called back before he raises it at the meeting.

What reaches the on-call service

Text message to the on-call service, 16:52:

scoco - EMERGENCY Water - Agent Muster
Property: Block 12, Ahornweg 3-7
Unit: Flat 24, 3rd floor left
Reporter: Ms Schneider (tenant)
Callback: 0176 8887766
Report: Water coming through the bathroom
ceiling, still running, flat above empty
Stopcock: not found
Received: 16:52
Full text in the inbox

The property and unit come from what the reporter said and are marked as such. The timestamp is the documentation you need if it is ever questioned.

What you can show at the next owners’ meeting

The commonest complaint about managing agents is that nobody answers. With scoco.ai somebody always answers, and every call is documented with time, property, reporter and request; the full history sits in the team inbox. When the question about reachability comes up at the next meeting, it stops being a discussion and becomes a piece of information. For an agent defending a mandate, that is worth more than the time saved.

“It’s dripping” and “it’s under water” are two different calls.

scoco asks: where exactly, since when, how much, is it still running, can you reach the stopcock. Then it follows your rule — not a judgement. You decide which reports wake the on-call service and which wait until Monday. scoco sticks to it, every time, at three in the morning too, and even when the caller pushes.

Four different groups of people ring your number.

scoco asks what it is about and routes by the rule you have set per group. It gives none of the four any information about contracts, statements or resolutions.

• Owners

  ask about statements, resolutions and maintenance. Record and route to the property manager.

• Tenants

  report damage and ask about service charges. Emergencies out, routine documented.

• Contractors

  need access, approvals and a contact. Usually urgent, usually put through.

• The owners’ committee

  has its own role and usually its own contact. Its own routing.

Three ways to become reachable.

• After hours and at weekends

  The classic way in. From 5 pm, from 3 pm on Fridays, and all weekend. Exactly the hours in which the expensive damage gets reported.

• Only when the line is busy

  On Monday mornings and after storms everybody rings at once. scoco catches what would otherwise hit the engaged tone.

• Always, with an on-call rule

  scoco answers first every time, documents everything, and puts through only what your rules say should be put through.

What scoco.ai expressly does not do for you

scoco does not decide whether something is an emergency. It asks, and then it follows the rule you have set.

• No approval of costs. No instruction to a contractor beyond a limit you set, no promise of a repair, no commissioning without your rule.
• No legal information about block management law, tenancy law, resolutions or deadlines.
• No information about statements, service charges, reserves or amounts.
• No information about neighbours, other units, or their owners and tenants.
• No promise of an appointment for a handover or a viewing without a released calendar.
• No automatic on-call rota. scoco puts calls through to the one number you have set; when the on-call person changes, you change the number.
• Where people are in danger — a smell of gas, a fire, somebody trapped in a lift: a pointer to 112 by the rule you have set, in addition to being put through.

Voice samples

Hear what your reception sounds like.

You define the character: choose your AI secretary's voice, name and tone — from down-to-earth to formal.

Starts in German — switches mid-call when needed:

• German
• English
• French
• Italian
• Spanish
• Portuguese
• Dutch
• Russian