The Friction Hiding in Your Arrival Process

Manual move-in coordination creates bottlenecks, inconsistent experiences, and unnecessary pressure on staff.

Last-Minute Information Gaps

Residents arrive without the right documents or payment confirmations due to missed or unclear pre-arrival instructions.

Overloaded Front Desk at Peak Times

Teams scramble to manage queues, answer FAQs, and process paperwork all at once.

Generic Communication

Every resident gets the same generic email, regardless of move-in date, property, or requirements

Scattered Arrival Data

Documents, arrival times, and notes are stored in multiple places, slowing down check-in.

Missed FAQ Opportunities

Simple, repetitive questions clog up staff time during the busiest moments.

Inconsistent Experience Across Locations

Different properties follow different arrival processes, making service quality uneven.

WorkFlo-Led Solutions for Seamless Check-In

With WorkFlo, your check-in process becomes a predictable, automated flow that keeps residents informed and teams in control.

Pre-Built Campaign Templates

Set up move-in campaigns that automatically send the right information at the right time.

Multi-Step Reminders

Break down arrival prep into clear steps - document submission, payment confirmation, parking info delivered over several nudges.

Dynamic Messaging

Tailor content by resident type, property, or arrival date for maximum relevance.

Automated FAQ Handling

Answer repetitive queries instantly via WhatsApp, email, SMS, and chat.

Arrival Slot Scheduling

Offer self-service time booking to spread arrivals evenly and avoid lobby congestion.

Built-In Escalations

Flag incomplete steps (like missing IDs) to onsite teams ahead of arrival day.

Seamless Check-Ins, Powered by AI.

Turn first impressions into lasting ones with fast, structured, and fully supported resident check-ins.

Full CRM Integration

Every resident interaction across all channels are automatically logged into your CRM. From first contact to resolution, every message, status, and follow-up is captured and time-stamped for complete visibility and reporting for your team. VerbaFlo can also integrate with third-party CRMs.

Direct Ticketing System Sync

Raise, track, and close tickets directly from the conversation. VerbaFlo integrates with platforms like Jira, ClickUp, and Zoho Desk to auto-create tickets as soon as an eligible query is received, with the resident’s details and context embedded.

Smart Query Tagging and Routing

Every incoming query is tagged by category (e.g., maintenance, billing, WiFi) and urgency level. The system then automatically routes it to the appropriate internal team or triggers an automated response; ensuring no ticket is ever misrouted or delayed.

Unified Communication Inbox

All conversations across WhatsApp, chat, and email feed into one clean dashboard. Your team gets a real-time view of all open queries, assigned tickets, and past interactions; eliminating channel-hopping and disjointed follow-ups.

Built for All Kind of Support Query

From maintenance issues to billing questions, onboarding guidance to contract terms; VerbaFlo is trained on your business model, not just maintenance workflows. It understands the tenant lifecycle end-to-end

Data-Driven Support Insights

Track trends in support volumes, query categories, resolution times, and team performance. VerbaFlo’s built-in analytics help you identify where residents need the most help and how your team can work smarter, not harder.

AI-Powered Communication Across Every Channel

Seamlessly connect with students across voice, chat, email, and WhatsApp, all from a single AI layer. VerbaFlo ensures every interaction is handled with speed, accuracy, and full context.

VerbaCall

VerbaCall is our AI-powered voice assistant built for leasing, maintenance, and general inquiries. It supports both inbound and outbound calls, understands natural speech, and intelligently escalates complex issues when needed. VerbaCall brings human-like clarity to voice interactions, at a fraction of the operational cost.

VerbaMail

VerbaMail automates Email Communication for lease renewals, payment reminders, policy updates, amongst others. Designed to handle multi-tenant workflows, VerbaMail keeps operations running smoothly while integrating seamlessly with your existing CRM or PMS.

VerbaChat

VerbaChat takes care of post-enquiry follow-ups, document nudges, and ongoing tenant communication through WhatsApp & WeChat. From lease reminders to policy confirmations, it automates the backend of conversations while maintaining full context across threads.

VerbaMessenger

VerbaMessenger is VerbaFlo’s AI-powered web chat built for high-intent, high-volume student traffic. It sits directly on your website, qualifying leads, resolving FAQs, and sharing real-time information on pricing, availability, and lease terms. Fully customisable and active 24/7.

How VerbaFlo Works

Onboarding to Go-Live Timeline

See What Our Users Are Saying

Working with VerbaFlo has been transformative for Downing. Their innovative AI solutions have significantly enhanced our operational efficiency and project management capabilities. The seamless integration of their technology has not only streamlined our processes but also driven substantial automated improvements in our business outcomes. VerbaFlo's proactive approach to addressing our needs have made them an invaluable partner. We look forward to continuing our successful collaboration and achieving even greater milestones together.
Bay Downing
Co-CEO
,
Downing
The Verbaflo team match our ambition every step of the way. Their problem solving, commitment and market knowledge have combined to deliver a constantly evolving communications solution that is driving our business performance. We’re looking forward to working with Verbaflo in partnership on this journey to transforming the way we interact with customers, finding them the most suitable accommodation option that will help them succeed at university through a frictionless process.
Max Bielby
COO
,
Vita Group
Working with VerbaFlo has been a game-changer for our business. Their AI-driven insights have transformed how we understand and engage with our global student audience, leading to sharper decision-making and measurable improvements across our marketing and sales strategies. We've seen a clear uplift in conversions, better alignment with student expectations, and improved campaign performance in key international markets. The platform is intuitive, the support team is outstanding, and the value we've gained far exceeds expectations. VerbaFlo is setting a new standard in data-driven growth for our sector.
Umang Gandecha
Executive Director
,
Londonist
From the very first conversation, VerbaFlo stood out. They really took the time to understand what we needed and never tried to push a one-size-fits-all solution. The sales process was refreshingly straightforward—no hard sell, just a genuine interest in building something that worked for us. Since then, they’ve been incredibly responsive, collaborative, and open to feedback at every stage. At Unilife, we’ve always said we’d only launch AI solutions if they genuinely improve the student experience, and VerbaFlo have helped us do exactly that. The end product strikes the right tone and adds real value—we’re absolutely delighted with it.
Richard Powell
COO
,
Unilife
Working with VerbaFlo has been transformative for Downing. Their innovative AI solutions have significantly enhanced our operational efficiency and project management capabilities. The seamless integration of their technology has not only streamlined our processes but also driven substantial automated improvements in our business outcomes. VerbaFlo's proactive approach to addressing our needs have made them an invaluable partner. We look forward to continuing our successful collaboration and achieving even greater milestones together.
Bay Downing
Co-CEO
,
Downing
The Verbaflo team match our ambition every step of the way. Their problem solving, commitment and market knowledge have combined to deliver a constantly evolving communications solution that is driving our business performance. We’re looking forward to working with Verbaflo in partnership on this journey to transforming the way we interact with customers, finding them the most suitable accommodation option that will help them succeed at university through a frictionless process.
Max Bielby
COO
,
Vita Group
Working with VerbaFlo has been a game-changer for our business. Their AI-driven insights have transformed how we understand and engage with our global student audience, leading to sharper decision-making and measurable improvements across our marketing and sales strategies. We've seen a clear uplift in conversions, better alignment with student expectations, and improved campaign performance in key international markets. The platform is intuitive, the support team is outstanding, and the value we've gained far exceeds expectations. VerbaFlo is setting a new standard in data-driven growth for our sector.
Umang Gandecha
Executive Director
,
Londonist
From the very first conversation, VerbaFlo stood out. They really took the time to understand what we needed and never tried to push a one-size-fits-all solution. The sales process was refreshingly straightforward—no hard sell, just a genuine interest in building something that worked for us. Since then, they’ve been incredibly responsive, collaborative, and open to feedback at every stage. At Unilife, we’ve always said we’d only launch AI solutions if they genuinely improve the student experience, and VerbaFlo have helped us do exactly that. The end product strikes the right tone and adds real value—we’re absolutely delighted with it.
Richard Powell
COO
,
Unilife

Frequently Asked Questions

Key information to help you explore, understand, and implement VerbaFlo.

What happens if a lead drops off mid-conversation?

If a lead drops off mid-conversation, VerbaFlo doesn’t let the opportunity go cold. It triggers smart nudges - automated, context-aware follow-ups via chat, email, or WhatsApp - reminding the user to resume the interaction right where they left off. This keeps the momentum alive and increases the chances of conversion without any manual intervention.

Is there a central place to track all incoming leads?

Yes. VerbaFlo’s unified dashboard gives you a central view of all incoming leads - across chat, email, voice, and WhatsApp. Every enquiry is captured, categorised, and tracked in real time, with full conversation history, lead IDs, and status updates- so your team never misses a single opportunity.

Can VerbaFlo hand off leads to human agents?

Using our real-time notification system, agents are instantly alerted on their dashboard the moment a lead requires human intervention based on pre-set triggers or AI detection of complex queries. Plus, VerbaFlo includes a built-in Human Toggle that allows you to pause and intervene the conversation ensuring a smooth, uninterrupted experience for the lead.

Can VerbaFlo track the lifecycle of a lead from initial contact to conversion?

Yes. VerbaFlo tracks the complete lifecycle of every lead from first touchpoint to final conversions. Every interaction across channels is recorded, timestamped, and linked to a single lead profile within the dashboard. You get full visibility into where the lead came from, what was discussed, how they progressed, and when they converted giving you clear insights and audit trails without switching between tools.

More on AI

Bringing you the latest developments, best practices and innovations in AI and automation.

VerbaFlo Sponsors Proptech Connect 2025: Let’s Talk Conversational AI

For years, AI in real estate has been a conversation about tomorrow. But 2025? It’s different. We’re witnessing a fundamental shift; one where automation, data, and intelligent systems are business essentials.At VerbaFlo, we’ve always believed in building for what's next. But at PropTech Connect 2025, we’re showing the world what that actually looks like. From how conversations drive conversions to how AI nurtures users, we’re proving that the future isn’t something to prepare for, it’s already powering the best-performing real estate teams today.

The Evolution Of Voice AI: Why AI Voice Feels More Human Than Ever

Voice AI has evolved from robotic monotones to voices so natural they’re often indistinguishable from humans. Powered by neural networks, vast training data, and a deep understanding of emotion and context, modern AI voices feel...real. From Google Duplex’s human-like pauses to Microsoft’s VALL-E cloning voices in seconds, the technology has become a bridge for authentic connection. This blog explores the journey, breakthroughs, and future of Voice AI, and why it’s redefining how we communicate.

How artificial intelligence is changing the real estate industry cost reduction & increasing revenue?

Artificial Intelligence is transforming real estate by automating manual workflows, cutting operational costs, and unlocking new revenue streams. From lead scoring and lease abstraction to virtual staging and dynamic pricing, AI tools are driving smarter, faster decisions. Real-world solutions like VerbaFlo campaigns and chatbots are already enhancing engagement and ROI. As AI adoption grows, firms that move early will gain a decisive edge in profitability and performance.
More Blogs

Ready to hear it for yourself?

Request a personalised demo and discover how VerbaFlo centralises communication and drives measurable performance across your portfolio.

Book a Demo