Business Phone Systems for Property Management Companies

A property management phone system should send leasing calls to your leasing team, resident and maintenance calls to the right staff, and after-hours maintenance emergencies to whoever is on call. No single person's cell phone should be the whole system. PeachComm sets that up on Webex Calling, with Cisco desk phones and Cisco-certified Poly and Yealink phones, from $24 per user per month.

PeachComm — a Cisco partner.

What phone system does a property management company need?

A property management company needs a main number with an auto attendant, a call queue for leasing, business-hours and after-hours schedules, and mobile apps for on-call staff.

• A menu that sorts callers. Options for leasing, current residents, maintenance, and accounting or owners send each caller to the right people.
• Leasing calls that don't wait behind maintenance. A leasing call queue holds prospects in order with a message instead of a busy signal.
• After-hours maintenance that reaches the on-call person. A schedule sends urgent maintenance calls to the on-call tech or manager, while other callers leave a message.
• On-call staff on their own phones. With the Webex App, staff answer and call back on the company number, and residents never see a personal cell number.
• A number for each property. Each community or office can have its own number and greeting, and every number lands in one system.

How do you route after-hours maintenance emergencies?

After hours, callers hear a greeting that explains what counts as a maintenance emergency. The emergency option rings the on-call maintenance tech or manager. Everything else goes to voicemail to email for the next business day. Your admin can update routing and the on-call number from a web browser, or we'll do it for you. Users can update their own call forwarding anytime from the Webex App or a web browser.

How do you separate leasing calls from resident calls?

Give leasing its own menu option or its own leasing number, and point it to the leasing call queue. Prospects reach a leasing agent, and residents with a maintenance or rent question go to a different group. Leasing agents showing a unit can answer the queue from the Webex App on a cell phone.

Can each property have its own phone number?

Yes. Several numbers can route into the same system, and each one can play its own property greeting before the caller reaches the menu. Staff in any office can transfer a call to another property's team like any other extension.

What about elevator, gate and alarm lines?

Many buildings still have copper phone lines for elevator emergency phones, alarm panels and gate entry. PeachComm's POTS line replacement for elevators and alarm panels moves those lines to a cellular device with battery backup, subject to local code approval, from $55 per line per month. For fire alarm lines, we coordinate with your alarm company, and your local inspector or fire marshal (the authority having jurisdiction) has the final say.

What you get

• Webex Calling on desk phones, computers and cell phones, with auto attendant, call queues, hunt groups, business-hours and after-hours schedules, visual voicemail and voicemail to email
• Call recording, included on every plan, so you know what residents and owners reported and when. Recording laws vary by state, and some require every party's consent, so your company is responsible for letting callers know a call may be recorded.
• AI call summaries and transcripts of recorded calls, included on every plan, even Basic
• Cisco Call for Microsoft Teams and Outlook click to call, included on every plan
• Fax to email for owner and vendor paperwork: receive-only fax is included, and Fax2Mail send-and-receive lines are $24 per line per month
• Business texting* for showing confirmations and quick resident updates from your business number
• AI Receptionist* to answer routine calls, like office hours and leasing questions, and send callers to the right person
• Attendant Console* for a busy leasing office front desk
• Cisco desk phones and Cisco-certified Poly and Yealink phones. See desk phones

*Additional charges apply.

How switching works

1. We port your numbers, including each property's number, so residents and prospects keep calling the numbers they already have.
2. We set up your call flow. We build your menus, leasing queue, property greetings, after-hours schedules and on-call path with you, then test everything before go-live.
3. We train your team and stay available. Most support is remote, and an on-site technician is available upon request.

Plans

• Basic: $24/user/month. Calling, auto attendant, queues, voicemail, call recording and AI call summaries.
• Standard: $34/user/month. Adds team messaging and meetings for up to 100 people.
• Premium: $39/user/month. Adds meetings for up to 1,000 people and cloud meeting recording.

Prices are for accounts with 2 or more users. Mix plans on one account. Compare all plans

How it works

Example: Maintenance emergencies that reach the on-call tech. A management company's after-hours calls all rang the owner's cell phone. PeachComm ported the company's numbers and set up an after-hours schedule. Callers hear an emergency greeting, the emergency option rings the on-call maintenance tech, and every other message goes to voicemail to email for the office in the morning.

Example: Several communities on one system. A company manages several apartment communities, each with its own number. PeachComm routed every number into one system, gave each community its own greeting, and set up a leasing queue that leasing agents answer from the office or from the Webex App while showing units.

These are typical examples.

Property management phone system FAQs