Property managers with hundreds of units often run every move-in from a paper folder and a checklist in someone's head. A signed lease starts a WhatsApp journey covering utilities, keys, welcome pack and meter photos, typically cutting move-in admin by eighty percent.
Typical results
1 hr
Admin per move-in
98%
Meter photos captured
600
Units on the flow
Figures reflect typical results for this kind of automation.
The challenge
Every move-in meant the same five hours of coordination: emailing utility instructions, phoning tenants to schedule key handover, printing welcome folders, and chasing meter readings that a third of tenants never sent. With twenty move-ins a month, the office spent whole days on repetition, and missed readings turned into billing disputes later.
Before and after
Admin per move-in
−80%Meter readings captured
+40%Move-in queries to office
−67%The automation
The moment a lease is signed, the tenant joins a WhatsApp journey timed to their move-in date. Utility setup guidance arrives step by step, a key-handover slot is booked straight into the property manager's calendar, and a digital welcome pack covers house rules, parking, and emergency contacts. On move-in day the tenant photographs each meter in the chat, and every reading, confirmation, and document logs against the tenancy record automatically.
How it works
- 01
Lease signed
The signed lease in the system enrolls the tenant in a move-in journey timed to their date.
- 02
Utilities guided
Step-by-step utility setup instructions arrive on WhatsApp exactly when they become relevant.
- 03
Keys scheduled
The tenant picks a key-handover slot synced straight to the property manager's calendar.
- 04
Welcome pack
A digital pack covers house rules, parking, waste days, and emergency contacts — no printing.
- 05
Meters photographed
On move-in day the tenant snaps each meter in the chat; readings log against the tenancy automatically.
Starts from
- Signed lease
- Move-in date
Delivers
- Digital welcome pack
- Meter photo capture
- Logged to the tenancy
The impact
Move-in admin typically drops from five hours per tenancy to one, an eighty percent cut across twenty move-ins a month. Meter readings arrive for about ninety-eight percent of move-ins instead of seventy, first-week queries to the office fall by two thirds, and the paper folder is gone.
Questions about this automation
What triggers the move-in journey?
The signed lease in the property management system enrolls the tenant automatically. Messages are timed against the move-in date, so utility setup guidance, the key-handover booking and the welcome pack each arrive on WhatsApp when they become relevant. Nobody on the office team has to start or schedule the sequence.
How are meter readings captured?
On move-in day the tenant is asked to photograph each meter in the WhatsApp chat. The photos and readings are logged against the tenancy record automatically, giving a dated starting point for utility billing. If a meter photo is missing, the bot follows up with a reminder later that day.
How does key handover get scheduled?
The tenant picks a handover slot from the property manager's available times, and the booking goes straight into that manager's calendar. Confirmations, the welcome pack and documents are all stored on the tenancy. Simple automations like this are usually live within days, once the message timing and welcome pack are agreed.