Guide to Setting Up a Voice Receptionist AI for Property Management

Leo Y. · 2025-09-09 01:57:30.971101+00

Anyone here have a good guide to set up a voice receptionist AI? I’m a property manager looking to have a receptionist take inbound calls for sales/leasing, maintenance, and others. Then ideally once they get some quick info to live transfer to a person, then to loop back and get their email if a live transfer wasn’t successful. I’m getting stuck on how to set up a good knowledge bank (that can update dynamically with the listings we have available) And also not sure how to get Lindy to call a phone to transfer, and also to actually update a google sheet on inbound caller info. Any help would be appreciated!!

Guide to Setting Up a Voice Receptionist AI for Property Management | Lindy Community

8 comments

· Sorted by Oldest

Inaan D.
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Hey Leo Y.! Have you tried using the search knowledge bank step and setting it up as a google doc / sheets that is updated with your current listings?
Inaan D.
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We have a native skill called transfer call when you use the Lindy phone node this comes with the agent step as a skill
Leo Y.
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Inaan D. thanks for the suggestion! I can try the google docs method, but currently I had chatgpt come up with a prompt that I pasted as text into Lindy, however my challenge is I don’t know how to make a comprehensive-enough knowledge bank that knows enough to triage calls.
Leo Y.
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Inaan D. also the AI agent isn’t responding correctly - things I’ve found so far:
It will not hang up after saying bye
It will not get the email correctly from the caller
It will interrupt you sometimes and take you down the wrong call path
Javier A.
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Hi Leo Y. perhaps, you can: A) Manage your CRM (properties under management and tenants) with a Lindy agent orchestrating the lifecycle and monitoring events, and in parallel, B) Have a voice AI agent in Retell (phone system) for:
1.
Inbound: Receive incoming tickets (incidents, etc)
2.
Outbound: Call tenants for surveys, collect rent, reminders, etc
... totally doable, the warm transfers and human-in-the-loop. Happy to help you put the pieces of the 🧩 puzzle together
Craig S.
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Is there a template for this? also looking for the same solution
Javier A.
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·
I created a Retell workflow (Inbound + Outbound) for a property management/real estate firm - that's why I have it fresh. Craig S. Since I'm getting used to working with the Telco-Infra at the top level (Twilio + Retell), I don't believe I'll be using Lindy's for this particular case. Why?
1.
Retell already integrates ElevenLabs' for the voice agents' voice (.. which is superior to Lindy's current voices)
2.
Lindy's credit usage can be consumed rapidly if you have a busy phone line (remember # of calls from actual customers + unsolicited services + spam + wrong numbers),
3.
Lindy's Phone # cost is $10 p/mo, and likely there might be certain limitations.
4.
Twilio is $1.50 p/mo, and Retell is $2.00 p/mo if you go this easier route, and
5.
I don't have to have an underlying subscription to host the telco infrastructure.. it's a pay-as-you-go basis
.... My clients appreciate cost savings wherever possible and with less redundancy. However, I totally see the benefits of having the automations at the CRM level, enriching contacts, firing emails, and prepping summaries for marketing, sales, and customer support teams for your property management use cases. In other words, Lindy's can digest all the incoming data from Retell, and keep your CRM neatly organized and updated! Here's a video tutorial from Lindy recorded by Ethan K. - Not sure yet if we have a template in Lindy's cookbook.
Tutorial: https://www.youtube.com/watch?v=bY3bllP_YA4
Demo: go to Minute 11:45 for the actual demo
Craig S.
·
·
killer. thank you
1

Inaan D.
·
·
Hey Leo Y.! Have you tried using the search knowledge bank step and setting it up as a google doc / sheets that is updated with your current listings?
Inaan D.
·
·
We have a native skill called transfer call when you use the Lindy phone node this comes with the agent step as a skill
Leo Y.
·
·
Inaan D. thanks for the suggestion! I can try the google docs method, but currently I had chatgpt come up with a prompt that I pasted as text into Lindy, however my challenge is I don’t know how to make a comprehensive-enough knowledge bank that knows enough to triage calls.
Leo Y.
·
·
Inaan D. also the AI agent isn’t responding correctly - things I’ve found so far:
It will not hang up after saying bye
It will not get the email correctly from the caller
It will interrupt you sometimes and take you down the wrong call path
Javier A.
·
·
Hi Leo Y. perhaps, you can: A) Manage your CRM (properties under management and tenants) with a Lindy agent orchestrating the lifecycle and monitoring events, and in parallel, B) Have a voice AI agent in Retell (phone system) for:
1.
Inbound: Receive incoming tickets (incidents, etc)
2.
Outbound: Call tenants for surveys, collect rent, reminders, etc
... totally doable, the warm transfers and human-in-the-loop. Happy to help you put the pieces of the 🧩 puzzle together
Craig S.
·
·
Is there a template for this? also looking for the same solution
Javier A.
·
·
I created a Retell workflow (Inbound + Outbound) for a property management/real estate firm - that's why I have it fresh. Craig S. Since I'm getting used to working with the Telco-Infra at the top level (Twilio + Retell), I don't believe I'll be using Lindy's for this particular case. Why?
1.
Retell already integrates ElevenLabs' for the voice agents' voice (.. which is superior to Lindy's current voices)
2.
Lindy's credit usage can be consumed rapidly if you have a busy phone line (remember # of calls from actual customers + unsolicited services + spam + wrong numbers),
3.
Lindy's Phone # cost is $10 p/mo, and likely there might be certain limitations.
4.
Twilio is $1.50 p/mo, and Retell is $2.00 p/mo if you go this easier route, and
5.
I don't have to have an underlying subscription to host the telco infrastructure.. it's a pay-as-you-go basis
.... My clients appreciate cost savings wherever possible and with less redundancy. However, I totally see the benefits of having the automations at the CRM level, enriching contacts, firing emails, and prepping summaries for marketing, sales, and customer support teams for your property management use cases. In other words, Lindy's can digest all the incoming data from Retell, and keep your CRM neatly organized and updated! Here's a video tutorial from Lindy recorded by Ethan K. - Not sure yet if we have a template in Lindy's cookbook.
Tutorial: https://www.youtube.com/watch?v=bY3bllP_YA4
Demo: go to Minute 11:45 for the actual demo
Craig S.
·
·
killer. thank you
1