Each message is classified by building, nature and emergency
Leak, nuisance, question of charges, request for document. Sorting is done upon arrival, not when someone opens the box.
Connected to
Trustees and co-ownership management
Six hundred co-owners, one mailbox, and you in the middle.
Sorting requests, tracking incidents, coordinating suppliers and preparing meetings, without changing software.
Tracking
recurring messages and requests
Control
open incidents and owners
Measurement
workload per manager
Connected to
The short answer
How can a trustee absorb the volume of emails from co-owners?
Each message is classified by building, by nature and by urgency. Common requests receive an immediate response with the actual file data, incidents open a ticket followed until resolution, and only arbitrations are reported to the manager.
The problem
Points of friction · Trustees and co-ownership management
Six hundred co-owners, one mailbox, and you in the middle.
4 issues left unresolved for months
- Several hundred emails per week, the vast majority of which are repetitive.
- An incident reported on Friday is processed on Tuesday because it was not seen.
- Supplier coordination is done over the phone, without a trace.
- Preparing for assemblies mobilizes the entire team for weeks.
Live
A request arrives. See what happens next.
Illustrative scenario: approvals and exceptions still need to be defined with your team.
GmailManagement box · buildingsAA co-ownerThere's been a leak in the 3rd floor hall since this morning.
YYour co-ownership agentI’ll take care of it now.
Reply to this message
Meanwhile, in your tools
Gmail
Each message is classified by building, nature and emergency
Google Drive
Common inquiries get the actual response
Slack
Incidents become tracked tickets
Docs
Assemblies are being prepared continuously
Tracking · recurring messages and requests
What we install
The complete infrastructure for your workflow.
Each step is built, connected to your tools and tested on your real cases before launch.
Common inquiries get the actual response
Amount of charges, date of the next meeting, contact details of a service provider, copy of a report. Without a manager opening the file.
Connected to
Incidents become tracked tickets
Supplier contacted, intervention planned, co-owner kept informed, closure documented. The incident can no longer disappear.
Connected to
Assemblies are being prepared continuously
Agenda updated as needed, invitations, attachments, monitoring of attendance and drafting of minutes based on decisions.
Connected to
Pilot monitoring
What to monitor during the pilot
Tracking
recurring messages and requests
Scope and indicator defined before the pilot.
Control
open incidents and owners
Checked against authorised data and cases.
Measurement
workload per manager
Comparison with the starting point after launch.
Orders of magnitude observed on typical deployment scenarios, given to situate the extent of the change. These are not measured customer results: yours are quantified during the audit, on your data.
Your safeguards
What stays under your control.
Giving a system access affects your data and processes. These are our default safeguards.
You stay in control
We start with approval for every action. Only what you explicitly authorise, case by case, runs on its own.
Your accounts stay yours
Accounts, domains and hosting remain in your name. You can disconnect whenever you choose.
Approvals before sensitive actions
Sensitive actions use drafts and approval queues instead of direct writes.
Questions
The questions we are asked
Will a disgruntled co-owner come across a robot?
No. The tone of a message is evaluated: a dissatisfaction, a conflict or a formal notice is immediately transmitted to a human, with the history already summarized.
Co-ownership documents are sensitive, how are they handled?
Access by agent to what is strictly necessary, complete logging, and possible hosting on your machines. No document goes outside the scope you define.
Should we change trustee software?
No. The device plugs around yours. Changing business tools is a project in itself, this is not it.
We look at your case before promising anything.
A call to understand what is costing you the most today, and to tell you frankly if we are the right person to talk to.