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Features

Call routing

Calling and texting

After the call

Numbers

Running the phones

At home

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Who it’s for

Offices and practices

Trades and local shops

Tech and call centers

At home

Finish

Leaks don’t keep
office hours.

One number on every lease. By day it reaches leasing, rent and maintenance. By night, emergencies ring whoever’s on call, and everything else waits for morning.

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(602) 555-0100Tuesday, 2:00 PMOffice hours · open

  1. 1LeasingThe leasing team, on site or at the desk
  2. 2Rent and paymentsThe office
  3. 3MaintenanceThe maintenance coordinator

(602) 555-0100Tuesday, 2:00 AMClosed · After hours menu

  1. 1Maintenance emergencyThe on-call cell, press 1 to accept. After 5 rings, the backup’s too.
  2. 2Call me backWaits on the office’s callback list until morning
  3. 3Leave a messageWritten out and emailed by morning
After hours

An emergency line that finds whoever’s on call.

When the office closes, the main number plays a short menu. A tenant with a burst pipe presses 1 and rings the on-call cell. Everyone else is called back in the morning, or leaves a message.

The After hours menu: press 1 for a maintenance emergency, the on-call group; 2 to be called back, the office callbacks list; 3 to leave a message
The after-hours menu, three keys.
The On-call maintenance group: the on-call cell rings first, the backup’s after 5 rings, press 1 to accept on, then voicemail
Key 1: the on-call cell, then the backup’s.
  • Press 1 to acceptThe on-call person presses 1 to take the call, so it never ends up in their personal voicemail.
  • A backup after 5 ringsIf the on-call phone isn’t answered, a second cell joins in, then the office voicemail.
  • On call changes weeklySwap the number in the group from the web in a minute, or forward everything from the iPhone app.
  • Holidays includedThanksgiving and the rest get the same menu, or a message of their own.
Office hours across the week, open now until 5 PM; when closed, the After hours menu; Thanksgiving closed
Callbacks

Not every 2 AM call is an emergency.

A tenant asking about a lease renewal presses 2 and leaves their number. The request waits through the night, or the whole weekend, and in the morning anyone in the office presses Take to call them back from the office number.

Callbacks

Office callbacks: two tenants who asked from the After hours menu to be called back, each with Take
A tenant’s thread: a photo of a dripping faucet, the office’s replies, and a plumber booked for tomorrow
Texting tenants

A photo of the leak beats a description.

Tenants text the office number, with photos. The whole team works one inbox: assign the thread to whoever’s handling the unit, and reply from the web or the app. The tenant’s calls sit in the same thread, so nobody asks them to start over.

  • Saved replies for the texts you send every week.
  • An email when a text comes in, to whoever you choose.
  • Voicemail written out, so a message can be read on a site visit.

Business texting

On the go

The office, in your pocket.

Property managers are rarely at the desk. The app puts the office number on your cell, on iPhone and Android, so showings, inspections and site visits don’t mean missed calls.

  1. Answer as the officeCalls to the office number ring in the app, and calls you make can show the office number, not your own.
  2. Close or forward from the roadThe iPhone app’s Team tab says where calls go now, and changes it: close early, or forward every call to whoever’s on duty.
  3. Text tenants from anywhereThe office’s texts, photos included, in the app.
  4. Callbacks and voicemailSee who’s waiting for a call back, and read messages written out.

The apps

The Team tab in the iPhone app: the office open with Change, a queue, callbacks waiting and who’s free
Calls in the iPhone app, with missed calls and voicemail marked
Insights

When tenants call, and who’s still waiting.

See the hours tenants call, outside office hours included, so you can staff the desk and the on-call week. And see who still hasn’t been called back.

Busy hours: every hour of an average week shaded by calls, open hours outlined
Busy hours. Every hour of an average week, office hours outlined.
Callers still waiting for a call back, oldest first, each with Call back
Still waiting. Callers nobody has called back yet, oldest first.

Call analytics

The Insights screens on this page are from Harper Valley National Bank, our demo account. The bank, its callers and every number are made up.

Questions from property managers.

Can after-hours calls ring a personal cell?
Yes. Put the on-call cell in a ring group with press 1 to accept on, so a call never lands in a personal voicemail, and add a backup cell that joins after a few rings.
How do we change who’s on call?
Change the number in the on-call group, in a minute, from the web. Or forward every call to whoever’s on duty from the iPhone app.
Can we text tenants?
Yes, from the office number, with photos. The whole team sees the thread, with the tenant’s calls in it too.
What about holidays?
Add a holiday to your hours, and calls that day get the after-hours menu, or a message of their own.
Can we see every call about a unit?
Search call history by the tenant’s number, or by words said on transcribed calls.

One number, day and night.

Check that your office number can come to Kafono, and we’ll set up the after-hours line with you.

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Rather talk it through? Write to us and a person answers.

A property manager holding a folder and a set of keys