Issue 01
Missed enquiries
Leads land across portals and inboxes faster than teams can respond — leaving enquiries unworked.
Operational friction
Fragmented workflows are quietly draining agency performance.
Enquiries arrive from everywhere, follow-ups live in scattered inboxes, and scheduling lives in spreadsheets. The result is operational drag, slow responses, and lost momentum across every viewing cycle.
Workflow tension
Every delay compounds into missed viewings, duplicated work, and a degraded client experience.
Response window
+2hrs slip
Issue 02
Slow response times
Manual routing creates lag between enquiry and first reply, reducing conversion rates.
Issue 03
Overloaded inboxes
Ops teams juggle enquiries, updates, and follow-ups in the same threads with little visibility.
Issue 04
Manual follow-ups
Chasing documents and confirmations becomes repetitive admin work that slows the team.
Issue 05
Scheduling chaos
Viewings are coordinated manually across calendars, creating conflicts and delays.
Issue 06
Lost leads
Without a consistent operational layer, qualified prospects slip through the cracks.
Insight: Fragmented handoffs turn every enquiry into a manual relay. The operational gap grows with every new listing and new portal.
System under strain
CORE CAPABILITIES
Ortix runs the operational flow, end to end.
Purpose-built capabilities that capture inbound demand, qualify intent, route work, and execute each step with controlled handoffs.
Capability map
Inbound
Qualification
Routing
Coordination
Execution
Governance
Inbound capture, instantly triaged
Every enquiry is acknowledged fast and routed to the right pathway with policy-ready responses.
01
Qualification with clear intent
Collects budget, move-in timing, and availability so teams act on the most viable leads.
02
Smart routing and handoffs
Work is assigned by branch, workload, and rules so nothing stalls between teams.
03
Controlled execution paths
Confirmed viewings, reminders, and updates run on schedule with approvals where needed.
04
Follow-ups that run themselves
Sequences, confirmations, and next steps are scheduled automatically with clear escalation points.
Next-day reminder queued · 14 viewings confirmed
Governance built into every step
Approval rules, audit-ready notes, and exception handling keep teams in control without slowing delivery.
Manual override
Enabled
Escalations
2 rules
Capability flow
Inbound captured
→
Qualified intent
→
Routed to team
→
Executed with control
Ortix Assist
The AI widget that captures every website enquiry and qualifies it instantly.
Embed Ortix Assist on your listings and contact pages to respond in seconds, gather the details your team needs, and deliver a clean, structured handoff into your inboxes.
First-response ready
Answers enquiry questions immediately so no lead waits for a reply.
Qualification capture
Collects budget, move-in timeline, household needs, and preferred contact path.
Ortix Assist
Website enquiry · Moments ago
Online
Hi, I’m interested in the 2-bed on Camden Road. Is it still available?
Yes, it is. What move-in date are you aiming for, and what budget range suits you?
Looking to move mid June. Budget is £2,100–£2,300.
Thanks - I’ve found available viewing slots for this property. Would you prefer Wednesday evening or Thursday afternoon?”
Captures structured lead context from every website enquiry and routes it straight to your team inbox.
Lead context captured
Captures budgets, timelines, and household notes so negotiators open the enquiry fully briefed.
Instant handoff
Sends a structured summary into shared inboxes or CRM entry points without manual retyping.
Brand-safe responses
Keeps the tone professional and consistent across every listing and enquiry touchpoint.
Operations Visibility
Live control for every lettings workflow.
See live workload, approvals, and team capacity in one place. Managers can steer priorities, resolve bottlenecks, and keep handoffs clean without chasing messages or manual trackers.
Workload visibility
Approval checkpoints
Team control
Operations Overview
Live workload, approvals, and handoffs
All queues clear
Workload pipeline
Last 24h
Active tasks
Approved: 74%
Diary control
Elm Street Loft
2:30 PM
Grove House
4:00 PM
Lumen Apartments
Tomorrow
Approvals
48 queued
Escalations routed to managers instantly
Capacity
12 slots
Balanced across teams and schedules
Response control
42s
Live SLA monitoring with override tools
How it works
From qualified interest to confirmed viewing.
Ortix keeps availability, scheduling, and attendance aligned in one coordinated flow.
01
Validate
Qualified demand confirmed
Viewing intent, timing, and constraints are confirmed so only ready tenants move forward.
02
Align
Availability coordinated
Live slots, agent calendars, and property access are aligned to prevent clashes and gaps.
03
Secure
Viewing booked with certainty
Confirmations and reminders lock attendance, keeping the diary clean and reliable.
Availability stays consistent across the team
Every viewing tracked in Ortix
OPERATIONAL IMPACT
Measured efficiency without losing control.
Ortix reduces the operational drag of enquiries, follow-ups, and viewing coordination while keeping agents fully in control. These impact ranges reflect realistic outcomes seen across modern UK lettings workflows — grounded, measurable, and commercially sensible.
Estimated operational impact
Time reclaimed per week
10–25+ hours
Repetitive admin reduced
20–40+ hours / month
Manual follow-ups avoided
30–60+ / week
Indicative ranges based on enquiry volume and team structure.
ENQUIRIES
Faster first response
Instant AI replies keep prospects warm and reduce inbox pressure, without removing human oversight.
2–5x
response speed uplift
SCHEDULING
Viewings coordinated without back-and-forth
Ortix aligns calendars, verifies availability, and confirms attendance so teams spend less time chasing replies.
30–50%
less coordination time
FOLLOW-UPS
Consistent follow-through
Automated nudges keep pipelines moving while agents retain full approval over key interactions.
40–70%
manual follow-ups reduced
Impact is influenced by enquiry volume, team structure, and existing workflow complexity.
Ortix supports operational efficiency while keeping decision-making and client relationships fully owned by your team.
WHO ORTIX IS FOR
A precise operational fit for modern lettings teams.
Built for the people who manage enquiries, viewings, and handoffs every day. Choose the fit that matches your structure and oversight needs.
Operational fit
From single-branch teams to multi-branch operators, Ortix aligns to your workflows without forcing a new operating model.
FOCUS
Lean teams
More coverage without extra headcount.
CONTROL
Oversight
Clear handoffs and approvals.
INDEPENDENT AGENCIES
Small teams with big volume.
Best for single-branch operators who need consistent coverage without adding full-time admin.
- Runs alongside existing inbox routines.
- Lightweight oversight for daily handoffs.
MULTI-BRANCH OPERATORS
Teams that need consistency.
Designed for operators who manage multiple branches and want one standard way of working.
- Shared process rules across locations.
- Central oversight without micromanaging.
LETTINGS MANAGERS
Leads and viewings in motion.
For managers who need a clean view of daily activity without extra reporting burden.
- Clear ownership by stage and status.
- Fewer manual checks to stay aligned.
OPERATIONS TEAMS
Structured control at scale.
Suited to ops teams who coordinate workflows, approvals, and service standards.
- Guardrails for routing and approvals.
- Alignment across teams and shifts.
Not sure which fit applies?
We map Ortix to your team structure and oversight needs.
Implementation
Integrated inside your agency operations, from discovery to handoff.
We implement Ortix alongside your team with structured discovery, workflow mapping, and controlled validation. Every enquiry, viewing, and follow-up is aligned to your live inboxes, calendars, and operational rules before the system is handed over.
Implementation sequence
Structured rollout- Discovery sessions to capture live processes, inboxes, and calendar rules.
- Integration setup across email, website forms, and shared calendars.
- Validation of responses, qualification logic, and escalation paths.
Operational integration
Team-readySetup
Configured routing, viewing coordination, and follow-up cadence.
Collaboration
Weekly reviews to align outcomes with your operations lead.
Visibility
Dashboards track queues, approvals, and team handoffs.
Handoff
Training, playbooks, and governance for daily ownership.
Implementation status
Discovery complete
Integrations configured
Validation in progress
We only move to handoff when your team is confident in the workflows, responses, and approval paths running inside Ortix.
Pilot access
Commercial pilot access for modern lettings teams
A structured pilot designed to activate Ortix across real enquiry and viewing workflows. Clear scope, dedicated onboarding, and a fast path to measurable operational lift.
What’s included
- Ortix platform access for pilot team
- Enquiry, inbox, and calendar integration
- Configuration, handover, and playbooks
Ideal for
- Lettings teams with steady enquiry flow
- Agencies coordinating viewings weekly
- Ops leads ready to streamline handoffs
Pilot scope
Limited seats
Commercial rollout shaped to your workflows
We define your enquiry sources, viewing policies, and team handoffs, then configure Ortix to run those workflows across inbox and calendar coordination.
Week 1
Discovery, workflow mapping, and configuration.
Week 2
Integration, launch, and optimisation touchpoints.
Commercial package
- Dedicated pilot access to the Ortix operations platform.
- Enquiry qualification, viewing coordination, and follow-up automation.
- Team handoff workflows, dashboards, and visibility.
- Ongoing optimisation sessions during the pilot window.
How to start
Commercial pilotShare your enquiry volume, team structure, and target workflows. We confirm scope, timeline, and onboarding plan in a short pilot call.
Enquiry volume
Calendar coverage
Team handoffs
Why Ortix exists
A single operational layer for modern lettings teams.
We built Ortix to turn enquiry handling into a dependable system, not a chain of ad‑hoc tasks. The belief is simple: every response, follow‑up, and booking should be coordinated by a consistent operational layer that teams can trust and managers can see.
Consistency over chaos
Operational clarity by default
Human control, automated flow
Founding belief
Operations should be a system, not a scramble.
Every enquiry should enter the same flow with clear ownership and next actions.
Operating intent
Standardise the flow without removing control.
Automation handles coordination, while teams keep the decision‑making and oversight.
Long‑term view
Visibility is the foundation for scale.
Leaders get a live view of workload, risk, and performance across teams.
Trust & assurance
Controlled rollout with audit-ready oversight.
Ortix is introduced through measured deployment stages that prioritise accountability. Every action is logged, every decision is reviewable, and teams retain clear approval pathways before automation scales.
Rollout governance
controlledDeployment stages
Measured releases with clear checkpoints
Escalation paths
Defined handoffs when human review is needed
Trust signals
verifiedDeployment confidence
Reliability is validated with operational teams, ensuring escalation, compliance, and outcome quality remain visible and owned.