Quick Answer
Property managers can reduce manual note-taking by using a phone integration such as SimpleVoIP’s CRM Connect that logs calls and writes AI summaries automatically. Just within AppFolio, there is no built-in system for this. With an AI integration, the call happens, AI writes the notes, and no typing is required.
Why Property Managers Struggle to Eliminate Manual Note-Taking
After taking a call from a tenant, vendor, or owner, notes are typically written after the fact. When notes aren’t written in real time, details are fuzzy or forgotten and the notes may not cover everything. Additionally, every team member writes notes differently leading to inconsistencies across notes. Sometimes, notes will get skipped entirely when a lot of calls are coming in at once. If a tenant calls multiple times but reaches new people when they call, nobody else on the team has context on previous calls unless the notes are in a centralized and easily accessible place. Without good notes there is no real record if a dispute comes up later and inconsistent documentation is hard to defend. Property managers lose up to 10-15 hours a week to manual data entry and documentation. This time loss adds up fast across hundreds of tenant, owner, and vendor interactions.
How Simple VoIP's CRM Connect Helps Property Managers Eliminate Manual Note-Taking
SimpleVoIP’s CRM Connect is an official AppFolio Stack™ App Partner. That makes CRM Connect a native fit inside AppFolio, not a bolted on add-on. CRM Connect ties team workflows together by tracking every call and using AI to take the notes. It is built specifically to reduce manual note-taking for AppFolio teams.
How It Works
When a call comes in through SimpleVoIP’s CRM Connect, a contact record will pop up automatically. This solves the problem of having to search for who is calling. During the call, the conversation is recorded and transcribed for easy access later. After the call, AI writes a summary and logs it straight into the caller’s AppFolio record. No one has to type anything as AI is able to summarize and log every call. If a call is missed, it is still logged so nothing slips through unnoticed. When trying to call someone, staff can use click-to-call inside AppFolio to reach the right person and still log the call in the same way.
Additional Features of CRM Connect
- Automatic call logging
- AI-generated summaries
- Call recording/transcription
- Sentiment analysis that flags calls that may need a follow-up
- Screen pops for matching records
- Missed call logging
- One-to-one SMS logging
- Community alerts/voice broadcasts
Who Benefits From CRM Connect
For teams handling high call volume across multiple properties, CRM Connect makes sure that no calls are missed and everyone is on the same page. Teams that have multiple people talking to the same tenant or owner also benefit from this. If someone else picks up and doesn’t know what is going on, that slows everything down. CRM Connect makes sure everyone knows who is calling and what about so no matter who picks up the phone, they can help. Finally, companies that are already suffering inconsistent or missing notes need CRM Connect because with an AI note taker and transcriptions, call details don’t get forgotten.
Get Started With CRM Connect
If you are looking for a solution to manual note-taking and want everyone on the same page always, please email sales@simplevoip.com, or get a quote from us by filling out this form to see how CRM Connect fits your team.
FAQ
No, a third-party integration is needed, such as SimpleVoIP’s CRM Connect.
Yes, CRM Connect’s summaries are made from the call recording and transcript. The full recording and transcript stay attached to the AppFolio record so you can always double check.
Yes, CRM Connect logs SMS conversations to the contact records the same way calls are.
The call still goes through and is recorded if enabled. It isn’t automatically attached to a record in AppFolio but the recording and summary are accessible through SimpleVoIP.
