How estate agents can handle out-of-hours viewing requests
To handle out-of-hours viewing requests, let an AI receptionist reply in seconds on WhatsApp or the phone, qualify budget, area, mortgage and timing one question at a time, and book the viewing in the right agent’s diary with the address and a summary.
Sofia books the viewing, even late at night
What you’ll see in the video
- People look at houses at 11 at night
Enquiries arrive when the office is closed.
- I’m Sofia
Sofia introduces herself as an AI assistant and replies in seconds, on WhatsApp or the phone.
- One question at a time
She qualifies without interrogating: budget, area, mortgage and timing.
- Viewing booked
The viewing goes in the right agent’s diary, with the address and a summary.
- Worth dropping everything for
She flags the buyers worth calling straight away.
- Try it with your agency
You can try it with your own agency’s website.
Why viewing requests arrive late at night
People browse property on the sofa after dinner, with the portals open on their phone. They see a house they like and get in touch there and then: at eleven at night, on a Sunday, or while your negotiators are showing someone else round.
The agent who replies first is often the one who books the viewing. An AI receptionist replies at that moment, answers the basic questions about the listing and offers a viewing for the next day.
A reply in seconds
On WhatsApp, your website chat or the phone. The buyer hears back while they are still looking at the listing.
Qualifying without interrogating
Budget, area, mortgage and timing, one question at a time. The conversation feels like a chat, not a form.
Viewings in the right diary
Zatio books into the right negotiator’s diary (Google Calendar, Outlook, Calendly, Cal.com or Microsoft Bookings) with the property address and a summary of the conversation.
Which enquiries deserve a call straight away
Not every enquiry is the same. In the dashboard each lead is scored hot, warm or cold from what they have told Sofia, and Zatio can alert your team the moment a hot one comes in.
You decide what counts as hot: mortgage in place, short timescale, budget that fits the property. In the morning your team starts with those, not with whoever arrived first.
How to set it up, step by step
Give it your website
Zatio reads your site and drafts your assistant: services, area and common questions. You review everything before it goes live. It takes about 10 minutes.
Tell it how you work
Your areas, property types, sales or lettings, which questions to ask and in what order, and which negotiator handles each area or type of enquiry.
Connect your team’s diaries
Each viewing lands in the right negotiator’s diary with the address and a summary. You choose which slots are offered.
Switch on WhatsApp and your website chat
The same assistant replies on both. A WhatsApp Business number takes around 5 business days, and the Zatio team does the paperwork with you.
Forward your calls
Keep your number: forward all calls, out-of-hours calls or only the ones you miss. During your hours your phone rings first, for 10 to 40 seconds, and Zatio answers if nobody does.
Checklist before you switch it on
- The areas you cover and which negotiator looks after each
- Your qualifying questions: budget, area, mortgage and timing
- What counts as a hot lead, and who gets alerted
- Each negotiator’s viewing slots
- What to say about a property that is under offer or sold
- Whether it also handles lettings and landlords or sellers who want a valuation
- When it answers: out of hours, when you can’t pick up, or always
Keep reading
Zatio for estate agents
Everything Zatio does for estate agents, with the details of how it books viewings.
Plans and prices
From £69 a month excluding VAT, with 400 voice minutes plus WhatsApp and website chat included.
How an AI receptionist works: phone, WhatsApp and web chat in one
How an AI receptionist works across phone, WhatsApp and web chat.
Questions
Can it book into each negotiator’s diary?
Yes. Connect Google Calendar, Outlook, Calendly, Cal.com or Microsoft Bookings and it books with the right negotiator by area or type of enquiry, with the address and a summary.
What does it ask before booking?
Whatever you decide. In the video it is 4 things: budget, area, mortgage and timing, one question at a time. You can add or remove questions at any time.
Will buyers know it’s an AI?
Yes. Sofia introduces herself as an AI assistant at the start of every conversation. If someone would rather speak to a person, she passes the case to your team with the summary.
Do I have to change my number?
No. You forward calls to your Zatio line: all of them, out of hours, or only when you don’t pick up. During your hours your phone rings first, for 10 to 40 seconds, and Zatio answers if nobody does.
How much does it cost?
Zatio is £69, £129 or £259 a month excluding VAT, with 400, 1,000 or 2,000 voice minutes plus WhatsApp and website chat included. Month to month, with no minimum term.
Can I try it first?
Yes. Free 14-day trial with no card, including 30 voice minutes and 100 chat conversations. Your phone number and WhatsApp go live when you add your card.
Hear how Zatio would answer your agency
- Keep your number
- No annual commitment
- 60-day guarantee
Rather talk to a person? Book a 20-minute demo.