Chatbot for the Housing Industry —
Automate Tenant Inquiries
Housing industry companies and property management firms receive many similar tenant inquiries and damage reports every day — via web chat, WhatsApp, email, SMS, or phone via the Zentor SIP-Voicebot. Zentor App accepts these reports, identifies the property and unit, records the damage, assesses the urgency, creates a ticket, assigns it to the responsible party, and keeps the tenant informed of the status. Zentor App hands complex or legally sensitive cases over to your team — GDPR-compliant.
From Tenant Call to Completed Damage Report
Zentor App doesn't just handle part of the process — it covers everything from the initial report to documented completion, depending on configuration and connected systems:
Receive the report
The tenant reaches out via WhatsApp, web chat, email, or SMS — Zentor App receives the report through whichever channel the tenant is currently using.
Identify property and unit
Based on the address, tenant number, or stored contact details, Zentor App assigns the report to the correct property and the correct unit.
Record the damage
The type of damage, the affected area — e.g., heating, plumbing, electrical — and additional details are gathered in a structured way.
Assess urgency
Based on predefined criteria, Zentor App assesses the urgency — acute water damage is prioritized differently than a broken doorbell.
Create a ticket
The report automatically becomes a structured ticket with all recorded details in the Zentor App inbox.
Assign the responsible party
Depending on the type of damage and the property, Zentor App assigns the ticket to the responsible caretaker, case handler, or external trade contractor — according to the responsibilities you have defined.
Communicate the status
The tenant receives feedback on the current processing status — automated or by the responsible employee, depending on configuration.
Document completion
Once resolved, the completion is documented in the ticket. The complete history remains traceable for the management company, caretaker, and trade contractor.
For legally complex or unusual cases, Zentor App hands the case over to an employee of your property management company — including the complete history recorded up to that point.
Concrete Benefits for Your Property Management Company
How Zentor App Supports Your Property Management Company
Answer routine inquiries automatically
Zentor App automatically answers opening hours, contact persons, general processes, and common tenant questions — via web chat, WhatsApp, email, SMS, and other channels, from your knowledge base, around the clock.
Handle damage reports through to completion
Receive the report, identify the property and unit, record the damage, assess urgency, create a ticket, and assign it to the responsible party — Zentor App carries out the complete process and keeps the tenant informed of the status.
Knowledge base with tenancy-law FAQs
Store tenancy law information, process descriptions, and deadlines in the knowledge base (1,000 MB in Starter, expandable on request). Zentor App uses this foundation to give precise answers.
Web chat, email, WhatsApp, SMS, Telegram, and telephony in one inbox
All tenant channels come together in the Zentor App omnichannel inbox: web chat, email, WhatsApp, SMS, Telegram, and phone via the Zentor SIP-Voicebot. No channel gets lost.
Handover for complex cases
Zentor App hands legally or technically complex inquiries as well as unusual damage cases over to your case handler — including the complete conversation and processing history for a seamless handover.
GDPR-compliant, EU hosting
Tenant data is sensitive. Zentor App is operated in the EU or as an on-premises variant — you retain full data control and meet GDPR requirements.
Your Knowledge Base: The Foundation for Consistent Tenant Communication
Store tenancy law information, process descriptions, responsibilities, and property data in the Zentor App knowledge base. The AI chatbot draws on this for every inquiry — consistent, available at all times, and without manual upkeep for each individual question. In the Individual package, Vector RAG enables semantic search across extensive documents such as tenancy agreements and utility cost statements.
For Teams in Property Management
Property management companies often have several employees working across different properties. The Individual package includes role-based access control (RBAC) and an audit trail that shows who handled which inquiry. Monitoring and reports give you an overview of communication volume and inquiry types.
Start Small, Expand Deliberately, Measure Success
Start small
Begin with the Starter package: web chat, knowledge base, and structured damage reporting for one domain — with no lead time for telephony or additional system integration.
Expand deliberately
As demand grows, WhatsApp, SMS, Telegram, n8n workflows, RBAC role management, and audit trail can be added as freely selectable modules in the Individual package. Phone is available as an equal channel via the Zentor SIP-Voicebot.
Measure success
Monitoring and reports show how many reports were handled automatically, how quickly tickets were created and assigned, and how many cases went to your team via handover.
Frequently Asked Questions
Which tenant inquiries can the chatbot answer automatically?+
The chatbot answers all inquiries for which you store information in the knowledge base — e.g., opening hours, contact persons for various matters, damage reporting processes, general tenancy law information, and deadlines. Individual cases are handed over to your team.
How are damage reports recorded?+
Zentor App accepts the report via WhatsApp, email, web chat, or SMS, assigns it to the correct property and unit, records the type and location of the damage, and assesses the urgency. This automatically creates a structured ticket in the Zentor App inbox, which is assigned to the responsible party — caretaker, case handler, or external trade contractor. The tenant receives a status update, and completion is documented.
Can Zentor App be integrated with real estate portals like ImmobilienScout or Immowelt?+
No — Zentor App does not offer direct integration with real estate portals. The focus is on direct tenant communication via web chat, WhatsApp, email, SMS, and other channels that you operate yourself.
Which channels are available for tenant communication?+
Zentor App combines six equal channels — web chat, email, WhatsApp, Telegram, SMS, and phone via the Zentor SIP-Voicebot — in one omnichannel inbox. Tenants choose their preferred channel — all messages come together in one place for you and remain fully traceable.
Can Zentor App also take calls from tenants?+
Yes. Phone is bookable via the Zentor SIP-Voicebot; a phone number and suitable SIP/PSTN connection are provided as part of individual setup by Zentor.
How does the handover work for complex inquiries?+
For legally or technically complex inquiries as well as unusual damage cases, Zentor App hands the conversation over to an employee of your property management company. The colleague sees the complete conversation and processing history and can continue seamlessly — without asking the tenant to repeat anything.
Is Zentor App GDPR-compliant for processing tenant data?+
Yes. Zentor App can be operated in the EU or as an on-premises variant. This means you meet GDPR requirements for data storage and processing — especially important when communicating with tenants and storing sensitive housing data.
What does Zentor App cost for a property management company?+
Alongside the free demo, Zentor App offers two priced packages: Starter and Individual. The Starter package includes the AI chatbot and web chat for one domain. For property management companies with several employees and many properties, WhatsApp, SMS, Telegram, n8n workflows, RBAC role management, and audit trail can be configured as freely selectable modules in the Individual package; phone is available as an equal channel via the Zentor SIP-Voicebot. You can find current pricing on the pricing page.
Is Zentor App also suitable for larger housing industry companies?+
Yes. Zentor App scales from a single property management company to large housing industry companies with multiple locations. In the Individual package, extended user limits and on-premises operation can be configured as freely selectable modules — relevant for housing associations and housing cooperatives with strict data protection requirements and a large volume of tenant inquiries. For enterprise requirements, see our solutions page for larger companies.
Can the chatbot pre-qualify prospective tenants?+
Yes. For new rentals, the chatbot can pre-qualify prospective tenants directly in the chat: household size, move-in date, budget, and willingness to undergo a Schufa credit check are asked in a structured way. Only suitable prospects are forwarded to your team to arrange a viewing — this significantly reduces the manual effort involved in initial screening.
Set Up Zentor App for Your Property Management Company
Talk to us in a demo conversation about how Zentor App structures your tenant communication and relieves your team of routine inquiries.