AI assistant · workflow detail
Turn incoming branch messages into a workable queue.
AI labels each message with a draft category — reply draft, book/check, escalate, waiting, information only. Staff still decide priority, urgency and final handling.
Branch inboxes mix urgent, routine and sensitive messages. For independent estate agents in Northern Ireland, the GAIS Branch Inbox Triage Assistant labels incoming messages and drafts triage notes — it does not delete, send, book or update anything itself.
The branch job
Viewing enquiries are simple until the branch is busy.
One person asks to view a property. The details may be split across a portal message, email, phone note or staff comment. Someone still has to check the property, ask for missing details, prepare a sensible reply and avoid promising something too early.
The GAIS Viewing Enquiry Assistant is designed around that admin job for Northern Ireland estate agencies.
The old way
A typical enquiry creates small bits of work:
- find the property and current status;
- check whether a viewing might be possible;
- ask for missing applicant details;
- decide who owns the next step;
- write a clear reply;
- avoid overpromising availability.
None of this is glamorous. That is why it is a good first workflow to test.
What the assistant receives
For a first demo, the assistant uses fictional or dummy enquiry examples only.
A later controlled pilot could define approved inputs such as:
- enquiry text (from the portal, email or phone note);
- property reference;
- applicant contact preference;
- staff note on viewing availability;
- approved branch wording and tone;
- missing-detail checklist.
The first demo does not need CRM access, mailbox access or real applicant data.
What the assistant prepares
- a reply draft;
- missing-detail questions;
- a viewing checklist;
- an internal note for the right member of staff;
- a flag when the enquiry needs human attention before any reply.
That gives staff a cleaner starting point. It does not remove the human decision.
What staff still approve
Staff still check:
- property status;
- diary and key arrangements;
- applicant context;
- whether the wording is appropriate;
- whether anything should be sent at all.
The assistant does not press send.
Does not do
Delete messages; send replies; book appointments; update CRM records; make final priority decisions; remove items from the inbox.
Why this is a strong first example
Triage labels are a starting point, not a verdict. Staff review labels, override where needed, and own the next action.