Triage routine lettings enquiries and flag sensitive cases.

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.