Most SA property managers run on phones built for a quiet office
If any of these sound familiar, your phones are frustrating tenants and owners and leaving gaps when something goes wrong.
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Emergencies with nowhere to go
A burst geyser doesn’t wait for office hours. If the after-hours line rings out, the damage and the complaint get worse.
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Run days flood reception
When levy or rent statements go out, owners and tenants all call at once. Many hear a busy tone and give up.
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Portfolio managers always on site
Inspections, AGMs and site meetings keep managers out of the office, so calls go unanswered or to personal cellphones.
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No record of what was reported
A tenant says they reported the leak weeks ago. Without a recording, there’s no way to check who said what.
Emergencies reach someone on call
After hours, an emergency option in your IVR rings the on-call technician or manager on the Othos mobile app.
No busy tones on run days
When levy and rent statements go out, call queues hold callers and ring the next available person.
Callers reach the right team
Your IVR sends maintenance, accounts and leasing calls to the right team, so reception isn’t transferring every call.
Managers reachable on site
The Othos mobile app puts portfolio managers on the company’s number at inspections, AGMs and site meetings.
FEATURES FOR PROPERTY MANAGERS
Every feature your property business needs — nothing you don’t
Built around how SA property managers work: managers on site, emergencies after hours, run days and owners who want to reach their portfolio manager.
Time conditions — an emergency line after hours
Outside office hours, your IVR switches to an emergency menu automatically. Emergencies ring whoever is on call, and other calls go to voicemail-to-email. Public holidays are scheduled in advance.
IVR — maintenance, accounts and leasing
“Press 1 for maintenance, 2 for levies and rent, 3 for leasing, 4 for anything else.” Multi-level menus send every caller to the right team without reception transferring each call.
Mobile app — managers reachable on site
Every manager’s and technician’s iPhone or Android becomes a business extension. Calls ring wherever they are, and the company’s number shows when they call tenants and owners back.
Call queues — no busy tones on run days
When everyone is on a call, tenants and owners wait in a queue instead of hearing a busy tone, and the next free person takes the next call.
Call recording — every report on record
Record calls per extension, for example only the maintenance desk, with an optional “this call may be recorded” announcement. Search by date or number and play calls back in the browser.
Voicemail to email — no message lost
After-hours and missed-call messages arrive as emails with the recording attached, so the right team can act on them first thing. Every call is logged with date, duration and who handled it.
PROPERTY MANAGEMENT SCENARIOS
How Othos works in your business day-to-day
These are situations SA property managers deal with every month, and how Othos handles each one.
TYPES OF BUSINESSES WE SERVE
From rental agencies to multi-branch property groups
Any property business that relies on the phone to look after tenants, owners and trustees will benefit.
Rental agencies & letting agents
Tenants, landlords and applicants all calling one office. IVR options send maintenance, rent and leasing calls to the right team.
Uses most: IVR · Call queues · Voicemail to email
Managing agents for body corporates
Trustees and owners expect to reach their portfolio manager. The mobile app keeps managers reachable on the company’s number at AGMs and site visits.
Uses most: Mobile app · Direct numbers · Call recording
HOA & estate management offices
Residents call about gates, access and maintenance. Ring groups and after-hours routing make sure urgent calls reach someone on duty.
Uses most: Ring groups · Time conditions · Mobile app
Commercial property managers
Tenants in offices, retail and industrial parks need fast answers. Direct numbers and call queues keep those calls moving.
Uses most: Direct numbers · Call queues · CRM integration
Student accommodation
Hundreds of residents and their parents, with peaks at the start of each term. Call queues and IVR options take the pressure off the front desk.
Uses most: Call queues · IVR · Time conditions
Multi-branch property groups
Every branch on one system, with transfers between branches, one main number and call logs across the whole business.
Uses most: Multi-branch · Transfers between branches · Call logs
GETTING STARTED
From demo to live calls in three steps
No engineer visits and no on-site hardware. Our SA-based team handles the setup with you.
1
Book a free demo
Tell us how many portfolio managers and support staff you have, which teams tenants and owners need to reach, and who handles emergencies after hours.
2
We configure your system
Our team sets up your IVR, emergency route, ring groups, call queues, recording rules and time conditions, and ports your existing numbers if needed.
3
Your team signs in
Office staff sign in on a desk phone or the web phone, and managers and technicians on the Othos mobile app. The company’s number shows on every call.
WHY OTHOS
How Othos compares to what most property managers use today
Many SA property businesses still run on an on-site PBX or on managers’ personal cellphones. Here’s how they compare.
After-hours emergencies reach someone on call
Callers queue instead of a busy tone on run days
Callers choose maintenance, accounts or leasing
Managers on site on the company’s number
Calls recorded and searchable
Owner relationships stay when a manager leaves
All branches on one system
No hardware to maintain at your premises
WHAT’S INCLUDED
Everything your property business needs in one system
No on-site PBX and no hardware to maintain. Talk to us about the right plan for your business.
Time conditions — after-hours emergency routing
IVR auto-attendant — maintenance, accounts, leasing
Call queues — no busy tones on run days
Ring groups — per team, on-call roster or branch
Call recording — per extension, SA-hosted
Mobile app — iOS & Android for managers and technicians
Web phone and desktop app for the office
Voicemail to email — every message in your inbox
Recording access controls and audit log
CRM integration — HubSpot, Salesforce, Zoho
Multi-branch — all branches on one system
Number porting — keep your existing numbers
WHAT BUSINESSES SAY ABOUT OTHOS
SA businesses that made the switch — and never looked back
FAQ
Couldn’t find what you were looking for?
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What happens on run days when lots of owners call at once?
Calls join a call queue instead of hearing a busy tone. The queue rings the staff in that team, and the next free person takes the next call in order.
Can callers choose maintenance, accounts or leasing?
Yes. Your IVR can have as many options and levels as your business needs. Each option can go to a ring group, a call queue, a single extension or voicemail, and portfolio managers can have their own direct numbers too.
Can portfolio managers take calls when they're on site?
Yes. The Othos mobile app on iOS or Android turns a manager's phone into a business extension. Calls ring on the app, and the company's number shows when they call tenants, owners and trustees back.
Can we record calls to the maintenance desk?
Yes. You choose per extension whether calls are recorded. Recordings are stored on SA-based infrastructure, access can be limited to the admins you choose, and Othos can play a "this call may be recorded" announcement. We recommend confirming your recording policy with your own compliance adviser.
Does Othos integrate with our property management software?
Othos has native integrations with HubSpot, Salesforce and Zoho for screen pop, click-to-dial and automatic call logging. For property management systems, the Othos REST API and webhooks let your developer or software vendor connect call data. We can talk through your software during the demo.
IVR routing for maintenance, accounts and leasing, an after-hours emergency route, call queues and a mobile app for managers on site, in one cloud phone system set up by our SA-based team.
EXPLORE OTHOS CLOUD PBX FEATURES
