Frequently Asked Questions

A property management answering service answers the calls your office can't take and tells you what happened. It picks up when you're closed or already on the line, finds out who is calling and what they need, escalates real emergencies to your on-call staff, and leaves you a written record of everything else. CoreReach does this with an AI voice agent, and it does more than take messages. Your agent answers residents' questions about their building, books tours for prospects and texts them your application link, and turns owners looking for a new manager into booked discovery calls. Maintenance requests land in your Inbox with the resident, unit and urgency already filled in, and every call comes with a written summary, the recording and the transcript.

CoreReach is for property management firms that manage homes and apartments on behalf of owners. Your agent answers residents, prospects, owners and vendors, whether you forward calls after hours, when your office is busy, or around the clock. CoreReach works alongside your office staff, picking up the calls they can't get to so they can focus on the work that needs them.

A traditional answering service puts an operator on your line with a script, and most calls end as a message. Your agent knows your properties and recognizes your residents by phone number, so it already knows who is calling and where they live. It answers their questions from your own details, and sorts emergencies from routine calls by the rules you set, the same way on every call, then works down your on-call list until someone picks up. Every call is answered right away, with no hold queue. Instead of a message slip, every call that needs follow-up becomes a structured request in your Inbox, covering who called, which property and unit, what they need and how urgent it is, with the recording and transcript attached. Your team can filter by property and mark each request handled, so it's always clear what's still open.

CoreReach replaces your answering service, the voicemail box and someone's personal cell. It doesn't replace your team. Your agent answers the calls your office can't take, handles the routine questions itself, and passes anything that needs judgment to the right person with the details already written down. Your team still makes the decisions, with fewer interruptions.

Yes. By default, your agent greets every caller as a digital assistant on a recorded line, and says so again if a caller asks whether they're talking to a person. Your agent speaks naturally, and any caller who wants a person can still reach one.

Yes. Callers who ask for someone by name, or about a topic you've set to go to a person, like billing, are warm-transferred right away. When a caller just asks for a person, your agent first asks what the call is about and helps if it can, and if the caller insists, puts them through without asking again. You decide who takes which calls, and a caller who asks for a person reaches your default contact even if you've turned other transfers off.

Yes. Add every property you manage, each with its own details like parking, office hours and pet policy, and your agent answers from the right property's details on every call. Residents on file are matched to their property and unit by phone number, and owners to the properties they own. Vendors get details only for the properties they cover, and your team can filter the Inbox by property.

Property management teams use AI to take repetitive work off their plates, from writing listings to sorting maintenance requests and answering calls. Buildium's 2026 industry report found that 58% of property managers used AI in 2025, up from 20% in 2024. CoreReach brings AI to the phone: your agent recognizes who's calling, answers from your property details, determines how urgent each repair is by your rules, and books tours and owner calls on your calendar.

Your agent answers right away, recognizes residents on file by their phone number, so it already knows their property and unit, and sorts the call by the urgency rules you set. If anyone could be hurt, it first tells the caller to dial 911. A true emergency, like a burst pipe, a lockout or no heat, is "Call someone now": your agent warm-transfers the caller to your emergency contacts, in order, until someone picks up, and you get the full summary by email or text. If nobody answers, it takes a callback number, and you get an email or text as soon as the call ends. Something urgent but not dangerous, like no hot water or a door that won't lock, is "Tell me right away": you get an email or text as soon as the call ends and decide how to respond. Everything else is "It can wait" and goes to your Inbox without an alert, so nothing gets lost and your team can pick it up during office hours.

Your agent is built to err on the side of caution. When a call fits more than one of your urgency levels, the most urgent one wins, so a mistake is more likely to be an extra phone call than a flood nobody heard about. Some situations always count as an emergency, however your rules are set up, and can't be turned off: a gas leak, fire or smoke, flooding the resident can't stop, a sewage backup, no heat in freezing weather, a break-in, or an injury or medical emergency. If your agent sorts a call differently from how your team would, adjust your rules, and it follows them from then on.

Your agent calls your emergency contacts one at a time, in the order you set, until someone picks up. If nobody answers, it takes a message with the resident, unit and problem, confirms a callback number, and you get the full summary by email or text as soon as the call ends. The emergency is waiting for you, not lost in a voicemail box.

The questions you choose. Every account starts with a short set, like which room has the problem, when someone can let maintenance in, and whether there are pets to know about. You can edit them, add your own, and skip questions depending on the answer. Everything the resident says is written into the request, so your team can schedule the visit without calling them back.

Every caller gets answered right away. There's no busy signal and no hold queue, however many calls come in at once, so the tenth caller gets the same attention as the first. Your agent sorts each call by urgency as it comes in, so real emergencies still go to your on-call team, and everything else is written up for your team with the resident, unit and problem.

Your agent writes each one up with the resident, unit and problem, and files it as a request in your Inbox, with the recording and transcript attached. Requests that can wait arrive without an alert, so nobody is woken up. Anything you've set to "Tell me right away" sends an email or text as soon as the call ends. Your team picks up the rest when you reopen.

No. When anyone could be hurt, your agent tells the caller to dial 911 first, before connecting anyone on your on-call list. Every call is saved with a written summary, the recording and the transcript, so your team knows exactly what happened.

With care, and in confidence. When a caller raises domestic violence, a welfare concern, a threat or acute distress, your agent takes a confidential message, offers the 988 and domestic violence hotlines, and never says where a resident lives or confirms whether someone lives there. If anyone is in immediate danger, your agent tells the caller to dial 911 first.

Your agent matches each caller's phone number against your resident list, which you add, upload or sync from your property management software. When a resident on file calls, your agent already knows their name, property and unit, so their request is filed against the right unit. If someone calls from a number that isn't on file, like a new phone or a roommate's, your agent asks which unit they're in and takes the request just the same.

Yes. Your agent answers from the details you give it: property facts like parking and trash day, a saved set of FAQs, and a knowledge base built from your policy documents and web pages. When a question isn't covered, your agent says so and takes a message for your team instead of guessing.

Your agent answers every prospect with the availability and pricing you list, asks your leasing questions, and books tours straight onto your Google Calendar, checking real availability first so nothing gets double-booked. Before the caller hangs up, your agent can text them your application link, so a prospect who calls in the evening can apply that same night. Every prospect's details land in your Inbox for your leasing team, and because leasing and maintenance calls share one line, your agent tells them apart on its own.

Your agent answers every caller the same way, with the same detail and the same next step. Your agent never comments on neighborhood safety, crime or school quality, never describes who lives at your properties, and never treats a housing voucher or source of income as a reason to answer differently. Assistance animals are never confused with pets, screening criteria are never made up, and anything it isn't sure about becomes a message for your team instead of a guess. These rules are always on and can't be edited or removed, and you can add your own. This isn't a legal guarantee or a compliance audit, so your firm's own fair-housing policies still apply.

Your agent recognizes the owners you already work with by phone number, along with the properties they own, and passes their requests to whoever you've set to handle owner calls. When someone calls looking for a new property manager, your agent asks your owner intake questions, like the property, how it's rented and how many units, and books them into a discovery call, so new management business stops landing in a voicemail box.

Yes. You set the questions your agent asks on leasing calls and owner calls, so prospects and new owners are qualified the way your team would do it. For a new owner, that might be the property, how it's rented and how many units. Everything they say lands in your Inbox with the recording and transcript, ready for the tour or the discovery call.

An AI leasing assistant is software that answers prospects' questions about your rentals and books tours, so your leasing team isn't tied to the phone. CoreReach is an AI leasing assistant built for phone calls: your agent answers every leasing call with your availability and pricing, asks your leasing questions, books the tour, texts your application link and sends each prospect to your Inbox.

Your agent recognizes vendors on your list by phone number and shares only what you've turned on, like a unit's address, the resident's contact details or a property's access instructions, and only for the properties that vendor covers. A plumber at one building can't get the gate code for another, and access codes are sent by text, never spoken aloud. Until you turn sharing on, your agent takes a message for your team instead.

Yes. English and Spanish are included, and you turn on Spanish with one checkbox in your agent settings, with no per-language fee. Your agent detects which language the caller is speaking and answers in it. Each agent works in up to two languages, because that keeps it accurate for every caller. If you need a language other than Spanish, contact support and we'll set it up.

Yes. A caller can start in English and switch to Spanish, or to the second language you've chosen, and your agent switches with them. Your rules apply the same way in either language, so the call ends with the same next step.

Most firms are live the same afternoon. Signing up takes under five minutes. Then add, upload or sync your properties, units and residents, set your rules for how calls are handled, and call your agent yourself to test it. When you're happy, set your agent's answering hours and forward your line.

No. You keep your number and your phone system, with no new hardware. CoreReach gives you a number to forward calls to, and you choose which ones: only after-hours calls, or also the calls your team doesn't pick up, so your team still answers first during the day. You can turn forwarding off any time.

Yes, if you want it to be. Your agent can answer around the clock, or only when you need it: after hours, on weekends and holidays, or for the calls your team doesn't pick up during the day. You set your answering hours in CoreReach, decide which calls your phone system forwards, and can change either any time.

Yes. CoreReach connects to leading property management software, like Buildium, DoorLoop and others. Your properties, units and residents sync automatically, so your agent recognizes the resident who moved in last week, and nobody has to retype a thing. Not ready to connect? Upload a CSV of your property, unit and resident details, or add them individually in the platform.

No. Your property management software runs leases, rent, accounting and work orders. CoreReach covers the phone: your agent answers your calls, sends urgent repairs to your on‑call list, books tours and owner calls, and writes up each call with a summary, recording and transcript. CoreReach can connect to your software to bring in your properties, units and residents, so your agent knows who's calling. Your team reviews each call in the Inbox, then carries on in the software it already uses.

You decide both how your agent sounds and how it handles calls. Choose its name, voice, personality and greeting. Then set the questions it asks on repair, leasing and owner calls, what counts as an emergency and who gets called, which topics go straight to a person, and topics it should never discuss, like balances or late fees. Every greeting includes a short notice that the call is recorded, and the fair-housing rules stay on whatever you change.

Every call is saved in CoreReach with a written summary, the recording and the transcript, and anything that needs follow-up becomes a request in your Inbox. You choose which calls also send an alert, by email, text or both, and who gets each one: emergencies, urgent requests, owner calls, new prospects, messages and transfers. If a handoff ever fails, you're alerted to that too, and everyone you add to the account works from the same call history.

Yes. Up to four people can sign in, each with their own login: an administrator who manages the account and up to three others. Anyone your agent should reach, like on-call staff, your leasing agent or a regional manager, goes in your team directory without needing a login, so emergencies, leasing and owner calls each reach the right person.

Yes, above a flat starting price. Your first 25 units are one flat monthly fee, and above that your price follows your exact unit count, so 52 units is priced at 52, not rounded up to the next bracket. Each plan's included minutes grow with your unit count, so you never have to estimate call volume.

Try CoreReach free for 14 days, no credit card required. Sign up in under five minutes, add, upload or sync your properties, units and residents, and set your rules for how calls are handled. Then call your agent yourself with the calls your team gets every week. When you're happy with it, forward your main office or after-hours line. Most firms are live the same afternoon. No contract, and you can cancel any time.

Once your included minutes are used, calls draw from your credit minutes, which never expire. Turn on auto-reload and your credit tops up automatically, so calls keep getting answered. Minutes only count while your agent is on a call, not while the phone rings or a caller is on hold, and you can track your usage any time in your dashboard.

Yes, any time from your dashboard. Plans are month to month with no long-term contract, and upgrades and downgrades take effect right away and are prorated, so you only pay for what you use.

CoreReach runs on established cloud platforms for phone calls, the voice agent and your account data, with your data encrypted in transit and at rest. Sensitive details are masked in our system logs, only the people you add can sign in to your account, and gate and lockbox codes are only ever texted to vendors you've approved, never spoken aloud. We never sell your data or your residents' data.

Yes. Every greeting tells callers they're on a recorded line, and that notice can't be removed. Recordings, transcripts and summaries are kept in your account, where your team can review them.