What I've built
Two systems built for other kinds of business, and the routines that run my own letting agency every day. For each one: the problem, what the system does, and what the owner still does.
Agent Ready
Letting agents spend hours chasing gas engineers. Has the job been booked? When? Where's the certificate? Meanwhile engineers lose renewals because nobody reminds the landlord a year later. I know this from the agent's side: I send gas work out every week.
What it does
- Four automatic messages on every job: Received, Booked, Done and Certificate sent, to the agent, landlord and tenant.
- The tenant offers days that suit them by text, and the engineer books with one tap.
- Every certificate is checked before it goes out, against the details a landlord gas safety record must contain.
- Unsafe appliances are flagged to the agent and landlord straight away.
- Renewals book themselves back in, with reminders at eight and four weeks, loaded from last year's list.
- Each agent sees their own jobs and a dated log of every message sent.
What the engineer does
- One 30-minute call, and last year's list. I type it up.
- One tap when a job is booked, and one when it's done.
- Forward the certificate. The system does the rest.
Watch Agent Ready working: three minutes, made-up data.
Received
Booked
Done
Every name, address and number above is made up. The working system is shown on a call.
Engagement season campaigns
Christmas and New Year are a peak time for proposals, and many couples start looking at venues in January. Most independent venues have no plan ready for it, so those first enquiries go to whoever replies best.
What the venue gets
- A campaign page in the venue's own look: its logo, photos, fonts and colours, so it feels like part of its own website.
- One clear offer with a firm end date, on the dates the venue most wants to fill.
- Emails to past enquirers, social posts, and an open day invitation, written and ready to send.
- One venue per area. No other venue within ten miles runs the same campaign.
The rules it keeps
- No invented reviews, figures or results.
- No countdown timers or false urgency, only a stated end date.
- Email only to people who enquired, with an unsubscribe link in every send.
Tallowmere Barn
The demo is built for Tallowmere Barn, a made-up venue, so you can see exactly what a venue receives without seeing anyone else's campaign. A real venue's version is rebuilt from its own website, prices and free dates.
Open the demoGoldsmith Property, my own letting agency
These routines run every day at Goldsmith Property, my own letting agency in Bristol. They work inside the agency's real systems: its CRM, its property software and its inbox. Every message to a tenant or landlord uses wording I have approved, and anything new or unusual comes to me first.
Tenants' and landlords' details stay private, so these are descriptions rather than screenshots.
Applications assessed
Every completed pre-application is checked against the letting criteria. Clear passes move on by themselves; rejections and referrals wait for me to decide.
Viewings booked
Replies to viewing invitations are read, the people who said yes are booked in, latecomers are brought in and chases go out when they fall due.
Phone calls logged
Every recorded call is summarised. Tenant enquiries go straight into the CRM, and every other call is emailed to me.
Inbox kept clear
Every unread conversation is read. The ones where nothing is owed are cleared; the rest are left for me with a note of what each one needs.
Certificates filed
Gas safety and electrical certificates are checked, named, filed against the property, and the expiry date updated, then sent to the tenants. Deposit certificates are processed the same way.
Compliance checks
Every advertised property is checked for a recent landlord anti-money-laundering check, and missing ones are run. Right to rent replies are chased daily until they're in.
No lost enquiries
Every Rightmove, OnTheMarket and website enquiry from the past week is checked against the viewing pipeline, so none slips through.
Rent valuations drafted
Rental ranges and full valuation reports are researched and drafted for landlords who ask. I approve each one before it goes.
The watchdog
A separate check makes sure every other routine actually ran. It re-runs any that didn't, and tells me only when it can't fix the problem itself. This is the part most automation leaves out, and it's the part that means I can trust the rest.
Could your business run like this?
Tell me where your time goes, and I'll tell you honestly what a system could take off your hands.