Automation for Irish Letting & Property Management Agencies
Property management workflows break down when enquiries are split across channels, ownership is unclear, follow-ups get missed, documents are re-requested, and maintenance requests become a constant admin burden. We connect your inbox + existing tools into one tracked workflow so response times improve and admin per tenancy drops.
5–15 hrs
Back per week
20–50%
Less admin per tenancy
Measured
Response time + viewings booked
The Reality
High Enquiry Volume. High Admin Load.
In property management, the work is repeatable and process-driven: enquiries, viewings, onboarding, RTB tasks, inspections, maintenance and rental follow-ups. If that work lives in your inbox and spreadsheets, it’s hard to assign ownership, track status, and report on performance.
Fragmented Enquiry Intake
Daft.ie, web forms, SMS, WhatsApp — the same enquiry can be in multiple places with no single owner.
Inconsistent Response Times
When enquiries sit in shared inboxes, response time varies by who sees it and when.
Docs + Onboarding by Email
IDs, references, contracts, bank statements, keys — chasing documents and versions adds hours per tenancy.
Maintenance Hard to Track
Requests, approvals, contractor updates and tenant communications end up spread across emails with unclear status.
RTB + Compliance Tasks
Registrations, inspections, notices and record-keeping are recurring tasks that need consistency and auditability.
Limited Visibility
Basic questions take manual work: response times, viewings booked, onboarding status, open maintenance, arrears follow-ups.
The System
A Practical Operating Layer for Lettings & Property Management
Adaptiv Systems helps PSRA-licensed agencies reduce admin per tenancy without forcing a big system change. Automation handles the handoffs and routine steps, consolidated data keeps your team aligned, and KPIs give you visibility without manual reporting.
Pick the KPI
We pick one KPI and define what ‘good’ looks like (e.g. response time, viewings booked per listing, or admin hours per tenancy).
Baseline current performance
We measure current performance for that KPI so improvements are clear and verifiable.
Build Workflow Automation
We automate the handoffs in your real process: Daft.ie/MyHome enquiries → qualification → viewing booked → docs + tenancy pack → RTB/admin tasks → managed tenancy. Where it helps, we use AI for triage and drafting — so extra admin is removed.
Consolidate Data and Process
Email, spreadsheets, CRM portals, and your website are connected into one structured operating layer — so property, landlord and tenant data stays consistent.
Re-Measure and Optimise
After launch, KPI performance is measured again against the baseline so project impact is visible and the next optimisation priorities are obvious.
Measurable Outcomes
Operational KPIs We Improve
These are the shifts we target in property management operations. We baseline the KPI before implementation and measure again after launch so the impact is clear.
Metric
Before
After
Weekly admin time
Chasing responses and queries across multiple email threads
5–15 hours back per week
First response
Unassigned shared inboxes
Shorter response times
Viewing booked rate
Manual back-and-forth
More viewings booked per listing
Time per tenancy
Docs + tasks scattered across email
Checklist-driven onboarding flow
Maintenance follow-through
missed updates & call-outs
Tracked requests with ownership
Services
An Automation Layer Built for Property Management Services
We start with one KPI and a baseline, then implement and re-measure after launch. We work around the tools you already use (Outlook/Microsoft 365, your CRM, website, spreadsheets, Daft.ie/MyHome) so your team doesn’t have to replace existing systems.
Portal Enquiries → Viewing Booked
Pull leads from Daft.ie/MyHome, website forms, and inboxes into one tracked queue with ownership, templates, and automated follow-ups.
Onboarding + Compliance Pack
Turn ‘send us your documents’ into a checklist-driven flow: screening, docs collection, tenancy pack, key handover, RTB/admin tasks.
Maintenance + Landlord Approvals
Log requests, route approvals, assign contractors, and keep tenants updated — with less back-and-forth in WhatsApp and email.
Simple KPIs, Automatic Reporting
Track response time, viewings booked, time per tenancy, open maintenance, arrears follow-ups — with automated weekly reporting.
Why Adaptiv Systems
Founder-led implementation for measurable results
I’m Conor — I build workflow automation layers for independent letting & property management agencies. Most of the time that’s connecting the tools you already use, removing manual tasks, and giving you clarity on what’s happening.
I’ve delivered AI, automation and analytics work across Irish SMEs, public sector and Big Tech clients, and I bring that same practical approach here: one KPI agreed up front, measurable progress from day one, and a solution that works reliably in day-to-day ops. You’ll get the simplest approach that reliably improves the metric we agree on and clear results.
Roadmap
Start With One KPI, Then Expand
The first sprint focuses on one KPI and the workflow behind it. Once it’s working end-to-end, we add improvements in phases (automation, reporting, visibility) without replacing what you already use.
Phased Automation Roadmap
Add improvements in phases, prioritising the highest-friction steps first and measuring impact each time.
Unified Operational Visibility
Track enquiries, tenancies, maintenance, and performance in one place so decisions are based on current information.
Automated Performance Reporting
Automate KPI updates and weekly summaries so reporting takes less time and the numbers are consistent.
AI-Assisted Workflow Steps
Use AI where it is practical and cost-effective — for example to triage requests, prioritise follow-ups, and draft first responses.
Pricing
Clear, Fixed Sprint Pricing
Pricing is based on 14-day delivery sprints with defined outcomes and a KPI check. No open-ended billing and no vague scope — built for lean teams.
First sprint (14 days): €4,000
Follow-on sprints (14 days): €3,000 each
Ongoing support and maintenance available after delivery
Full handover to your internal team if you want it
The first call is free — we agree the KPI and sprint scope upfront so delivery stays focused on results.
Book a Free Lettings Workflow Review
Book a 30-minute call. We’ll map your enquiry → viewing → onboarding → management workflow, identify where time is being spent, and agree the first KPI to improve (response time, viewings booked per listing, or hours per tenancy).
No obligation
Practical session
Clear KPI and ROI mapping