Auto-reply to new inquiries and schedule viewings

Purpose

1.1. Automatically provide instant replies to new apartment rental inquiries received via multiple channels (email, SMS, web forms, chatbots).
1.2. Capture prospect data and propose available apartment viewing time slots.
1.3. Sync responses with internal CRM or property management systems.
1.4. Update property managers, log all activity, and trigger task assignment for follow-up if needed.
1.5. Optimize first-touch experience, reduce manual data entry, and increase inquiry-to-viewing conversion rates.

Trigger Conditions

2.1. Receipt of a new inquiry in the designated communication channel (email, SMS, social, or website).
2.2. Submission of listing contact or scheduling form with valid contact details.
2.3. New lead entry in CRM or property management system marked as “uncontacted.”
2.4. Direct message via supported chat or messenger account.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Incoming Message trigger, auto-reply template, SMS Scheduling API configuration.
3.2. SendGrid
• Feature/Setting: Inbound Parse Webhook trigger, transactional templates for auto-reply, send email API for confirmations.
3.3. Outlook 365
• Feature/Setting: Inbox Rule trigger, Auto-reply (Automatic Replies/Rules), Graph API for calendar scheduling.
3.4. Gmail
• Feature/Setting: New Email trigger, Gmail API for auto-responder, configure Calendar API for scheduling links.
3.5. HubSpot CRM
• Feature/Setting: New Contact Workflow trigger, send Email API, Meetings API for viewing slots.
3.6. Salesforce
• Feature/Setting: Lead Created trigger, Process Builder for emails, Event Creation API for scheduling.
3.7. Google Calendar
• Feature/Setting: Events API for time slot creation, invite attendee, check availability.
3.8. Microsoft Teams
• Feature/Setting: Channel Message trigger, Adaptive Card auto-reply, calendar integration.
3.9. Facebook Messenger
• Feature/Setting: Webhook trigger for new message, Send API for bot auto-reply, Booking API for slot selection.
3.10. WhatsApp Business API
• Feature/Setting: Message Webhook, Message Template auto-reply, Slot offering via interactive messages.
3.11. Slack
• Feature/Setting: Message Event trigger, Bot auto-reply, Meeting link distribution.
3.12. Calendly
• Feature/Setting: Webhook on booking, automated email confirmation, offer available slots via API.
3.13. Zapier
• Feature/Setting: Trigger on new message/contact, Action for email/SMS reply, Action for calendar scheduling.
3.14. Zoho CRM
• Feature/Setting: Lead creation trigger, Workflow Rules for mail/SMS, Appointment module for scheduling.
3.15. Aircall
• Feature/Setting: Incoming Call trigger, Auto-Text/SMS Send, Event logging API.
3.16. Intercom
• Feature/Setting: New conversation trigger, auto-reply bot, Meeting link inclusion.
3.17. Freshdesk
• Feature/Setting: Ticket creation trigger, Automation rule for auto-reply, calendar integration API.
3.18. ClickSend
• Feature/Setting: Incoming SMS trigger, SMS auto-reply, Schedule API for available viewings.
3.19. Mattermost
• Feature/Setting: Message trigger, Botpost for auto-reply, send scheduling links.
3.20. Mailgun
• Feature/Setting: Routes and Forwarding, auto-reply via template, send scheduling confirmations via API.
3.21. Propertyware
• Feature/Setting: New Lead trigger, Lease Inquiry auto-responder, Schedule Showing API.
3.22. Yardi
• Feature/Setting: Prospect entry trigger, Automated follow-up email, Appointment scheduling module.

Benefits

4.1. Reduces response times and increases prospect engagement.
4.2. Centralizes and logs all communications for compliance and performance tracking.
4.3. Streamlines internal workflows, freeing up staff time for higher-value tasks.
4.4. Increases successful viewings and improves conversion metrics.