Delayed enquiry responses
Peak enquiry windows stack up fast. By the time teams respond, applicants have already moved on.
Operations Platform for Lettings Teams
The operational assistant for modern lettings teams.
Ortix helps lettings agencies manage enquiries, coordinate viewings, automate follow-ups, and reduce operational workload from one intelligent platform.
Live enquiry routing
Viewing coordination
Follow-up automation
Incoming enquiries triaged in minutes
Viewings synced with team availability
Operational reality
The operational problems that quietly drain lettings teams.
Across busy branches, the same friction points show up daily. They’re not dramatic — but they are expensive in time, attention, and missed opportunities.
Overloaded inboxes
Multiple channels create fragmented conversations, forcing staff to chase context across systems.
Manual follow-ups
Chasing replies and confirming attendance becomes a repetitive task that eats the week.
Scheduling conflicts
Double-bookings and calendar gaps happen when viewings are coordinated manually.
Missed opportunities
When follow-ups stall or slots aren’t confirmed, the most motivated applicants drop off.
Repetitive admin
Updating spreadsheets, chasing approvals, and logging notes slows momentum across the team.
The commercial impact
These pressures don’t just affect service quality — they directly influence conversion rate, staff capacity, and how confidently you can scale operations across branches.
Operational capabilities
Built for lettings workflows, not generic automation.
Ortix gives teams a single operational view of every enquiry, every viewing, and every follow-up. Less friction, more consistent responses, and clear accountability across the day.
Outcome
Faster responses without missed follow-ups
Standardised workflows keep every lead moving while your team stays in control of final actions.
Structured enquiry handling
Categorise and qualify inbound leads instantly so no message sits unassigned in a shared inbox.
Coordinated viewing schedules
Keep availability aligned across branches, negotiators, and properties with clear scheduling rules.
Consistent follow-up workflows
Timed responses and reminders keep prospects warm without relying on manual chasing.
Real-time scheduling visibility
Track upcoming viewings, pending confirmations, and conflicts across every diary at a glance.
Operational control by exception
The platform surfaces edge cases so managers can intervene quickly without micromanaging every task.
Reduced admin, reliable handovers
Replace manual chasing with a single source of truth for every enquiry, viewing, and outcome.
Ortix Assist Widget
The website enquiry assistant that feeds your operational pipeline.
Add Ortix Assist to your agency website to capture enquiries, qualify applicants, answer common questions, and guide applicants toward booking a viewing. It’s one module in the wider Ortix platform, designed to reduce frontline admin while keeping your team in full control.
Lead capture
Structured enquiry capture with required details, preferred dates, and contact verification.
Qualification
Captures budget, move-in window, and applicant type to prioritise follow-up.
Instant guidance
Answers FAQs on availability, documents, and next steps to reduce inbound calls.
Viewing conversion
Routes the right applicants into your viewing workflow with clear next actions.
Ortix Assist
Website enquiry assistant
Hello! Which property are you enquiring about?
2-bed flats in Manchester, close to Ancoats.
Thanks. What’s your budget and desired move-in date?
Up to £1,400. Move-in late August.
Qualification status
Ready for viewing
Budget
£1,400
Move-in
Late Aug
Applicant
Professional
Next: Offer viewing slots
Sync to pipeline
Ops value
Auto-creates qualified leads and pushes them into the Ortix dashboard with audit-ready notes.
Human control
Agents can review, edit, and approve every action before scheduling a viewing.
Ortix Assist works alongside your existing website forms and feeds straight into the operational workflows your team already uses.
Operational Visibility
See what is happening, what needs action, and what is already handled.
Ortix brings enquiries, viewings, and follow-ups into a single control center. Teams can instantly spot bottlenecks, prioritise responses, and maintain momentum without juggling inboxes or spreadsheets.
Clear live status
Track each enquiry from arrival to booking and follow-up completion.
Priority attention
Surface overdue actions, pending approvals, and unassigned viewings at a glance.
Commercial confidence
Know what is booked, what is converting, and which applicants need a human touch.
Operations Dashboard
Live status across branches · Updated moments ago
Live
Multi-branch
Incoming Enquiries
24- New today16
- Unassigned5
- Response SLA92%
Qualified Leads
31- Ready to book12
- Shortlisted9
- Awaiting docs6
Scheduled Viewings
18Today
6 viewings
Next 7 days
22 scheduled
Follow-up Status
9 due- Overdue2
- Due today7
- Completed34
Conversation History
RecentGreenwich High Street — Sam R.
Viewing confirmed · 10:30 tomorrow
Kings Cross Studio — Priya K.
Needs availability · 2 slots pending
Camden Town Flat — Lewis T.
Auto follow-up sent · Awaiting reply
Manual Controls
Always available- Add lead manuallyEnabled
- Override viewing slotApproved
- Edit follow-up workflowOpen
- Pause automations1 pending
Calendar View
Live schedule with conflicts flagged instantly
Confirmed
Pending
Conflict
10:00
Putney · 2 guests
Confirmed
11:30
Brixton · 1 guest
Pending
14:00
Canary Wharf · 3 guests
Confirmed
16:30
Islington · 2 guests
Conflict
Scheduling & Viewings
Coordinated viewing logistics without the inbox chaos.
Ortix keeps availability, reminders, and follow-ups in one operational flow so teams can confirm viewings faster, avoid clashes, and hand off seamlessly between branches.
- Shared availability control
- Live calendars by negotiator, property, or branch keep slots aligned without endless back-and-forth.
- Operational reminders
- Automated confirmations and reminders reduce no-shows while keeping tone professional.
01
Availability management
Lock slots by property, negotiator, or branch to reflect real viewing capacity in seconds.
02
Reminder workflows
Timed confirmations, reminders, and reschedule links keep applicants engaged and informed.
03
Double-booking prevention
Instant conflict warnings stop overlapping bookings before they hit your diary.
04
Calendar coordination
See daily viewing load, negotiator availability, and branch capacity in one view.
05
Post-viewing follow-ups
Capture feedback and trigger the right follow-up sequence to keep applicants moving.
06
Smooth team handoff
Activity history and notes ensure any team member can step in without missing context.
Human control
Ortix supports the team without removing control.
Keep humans in the loop where it matters. Ortix handles the heavy lifting while agents remain accountable for decisions, approvals, and customer-facing outcomes.
Manual lead entry
Add walk-ins, referrals, and call-ins directly into the pipeline.
Edit bookings
Adjust times, attendees, and notes without workflow disruption.
Approve actions
Confirm key steps like viewing confirmations and follow-ups.
Override decisions
Step in any time to redirect or pause automated workflows.
Oversight controls
Human-ledWorkflow governance
Define approvals, escalation rules, and manual checkpoints.
Operational visibility
Track every action, decision, and update in a single audit view.
Team-level controls
Give each branch the right permissions and override ability.
Ortix augments your processes, it doesn’t replace them — your team keeps ownership of every customer interaction.
Operational impact
Visible efficiency gains without losing control
Ortix removes repetitive admin across enquiries, viewing coordination, and follow-ups so teams can stay responsive and consistent. Activity is tracked centrally, with clear ownership and full visibility for managers.
Credible outcome for busy agencies
Reduce 10–25+ operational hours per week depending on agency size and enquiry volume.
Savings come from faster enquiry triage, automated follow-up workflows, and fewer scheduling conflicts — not from cutting corners.
Consistency at scale
Every enquiry receives a consistent, timely response with automated workflows and manager oversight.
Scheduling clarity
Teams see availability, booking status, and follow-up progress in one place to avoid clashes and missed steps.
Operational visibility
Leaders gain real-time insight into enquiry volume, follow-up status, and outcomes across branches.
Who Ortix is for
Built for the teams that keep lettings operations moving
Ortix is designed for operational realities in UK lettings agencies — high enquiry volume, complex scheduling, and the need for consistent follow-up without extra headcount.
Independent lettings agencies
When enquiries peak, small teams lose time to inbox backlogs and missed calls. Ortix centralises every lead, auto-triages new enquiries, and keeps viewings moving without daily firefighting.
Result: faster responses, fewer dropped leads, and more viewings booked per week.
Multi-branch agencies
Distributed teams need clarity and consistency. Ortix provides a shared operational layer across branches with unified enquiry handling, scheduling visibility, and performance reporting.
Result: fewer scheduling conflicts, clear ownership, and standardised processes across branches.
Lettings managers
Managers need oversight without micromanagement. Ortix gives a live view of enquiries, follow-up status, and scheduled viewings so managers can intervene when needed.
Result: fewer escalations, stronger SLA performance, and clearer accountability.
Operational teams
Daily admin tasks stall momentum. Ortix automates routine follow-ups, keeps calendars aligned, and reduces the manual coordination that slows down lettings operations.
Result: more time for high-value tasks and consistent service quality.
Operational Rollout
A structured onboarding built for serious lettings teams.
Ortix onboarding is a selective, hands-on rollout designed to align workflows, data visibility, and day-to-day operations from week one. Every agency receives guided implementation, configured around real operational priorities.
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Workflow setup
Map enquiry handling, viewing coordination, and follow-up logic to your existing operating model.
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Dashboard access
Secure access to live visibility across incoming enquiries, viewing schedules, and follow-up status.
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Widget integration
Deploy the Ortix Assist widget to capture and qualify leads directly from your website.
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Implementation support
Dedicated onboarding guidance to ensure teams adopt the platform with confidence.
Selected access
Onboarding is limited to ensure quality.
We keep rollout capacity deliberately focused so every agency receives senior implementation attention.
Operational precision
Configured around real lettings workflows.
Every action, status, and follow-up is structured to reduce admin and protect every enquiry.
Confidence from day one
Hands-on guidance for every branch.
Training, configuration, and support are aligned to the agency’s team structure and goals.
Ready to streamline lettings operations?
Book a demo of Ortix and reduce missed enquiries, sharpen follow-ups, and coordinate viewings with confidence.
See how Ortix keeps every enquiry moving, removes repetitive admin, and gives your team clear operational control from one intelligent platform.