A chatbot for property management
Kyros answers the recurring questions of tenants and owners from the pages of your website, with source links and in 9 languages. A Card (Beta) takes maintenance reports and callback requests right in the chat.
A chatbot for property management answers the questions your team hears on the phone and by email every day, whether you manage rentals or condominium associations, and it keeps answering in the evening and on weekends. With Kyros, the answers come from the pages of your own website: tenant information, house rules, contacts, emergency numbers. Under every answer that draws on those pages, numbered “Further Links” let tenants and owners check the source themselves. A form Card (Beta) in the chat takes maintenance reports and callback requests.
Where the answers come from
You paste the addresses of the pages the assistant should know, one URL per line. Kyros does not crawl your whole website, and it does not read PDF or Word files. Anything that only exists as a PDF notice needs to go on a web page first, or into a golden answer: a question-and-answer pair you write yourself. That pays off for questions where every word matters, such as how to reach you after office hours. Pages can re-sync automatically every 6, 12 or 24 hours or weekly, so changed office hours or a new property manager show up in the answers. When your content has no answer, the assistant is instructed to say so.
How to get started
For one week, write down what tenants and owners ask most often. For each question, check which page holds the answer, and add the missing ones as a page or a golden answer. In Studio you test the assistant as a draft; it only goes live when you click Publish. After that, the Chatlogs show what people actually asked and which answers tenants rated “Not helpful”. With Revise you correct an answer on the spot, and the correction is saved as a golden answer.
Where the chatbot stops
A chatbot takes the routine questions off your team’s plate, not the responsibility. Emergencies such as a burst pipe belong on the phone; in those cases the assistant should give your emergency number rather than offer a form. It cannot see tenant accounts or leases, and it answers questions about tenancy law only as far as your pages do. The limits are listed in detail below.
Tenant questions that come back every week
These topics are a good place to start: the answer is the same for every tenant in a building, and it is usually already somewhere on your website.
Utility cost statements
When the statement goes out, how it is structured and who to ask about it, answered from your explainer page with a link to the source.
Contacts and office hours
Who manages which building, office hours, phone numbers and email addresses, as current as your contact page, which can re-sync automatically.
Keys and access
Replacement keys, a lost fob, an extra mailbox key: which process applies and who handles it, as described on your pages.
House rules and trash
Quiet hours, stairwell cleaning, pickup days and which bin is for what, answered from your house rules and info pages.
Moving in and out
Handover appointment, meter readings, returning keys and what to prepare before moving out, with a link to your move-in and move-out page.
Emergency numbers
The assistant gives the numbers for heating, water, elevator or the on-call service from your emergency page; a golden answer instructs it to point to the phone for urgent damage.
Example: a maintenance request at Musterhaus Property Management
Musterhaus Property Management is made up. The example shows how a Card (Beta) for maintenance reports and callback requests can be set up; you design it in the Card Builder with help from AI.
| Field | Field type | Example |
|---|---|---|
| Property / address | Text field | 12 Linden Way, Apt. 2B |
| Category | Select | Heating, Plumbing, Electrical, Windows and doors, Callback request, Other |
| Description | Multi-line text field | The bathroom radiator has been cold since yesterday. |
| Contact | Text field and email field | Name, phone number, email address |
| Callback requested | Checkbox | Checked |
What happens to the request
- Each request is stored per Card and can be exported as CSV, for example for the building superintendent’s list.
- If you have your own system with an API, the Card can send the request there with an API call instead.
- After submission, the Card can switch to a confirmation state and tell the tenant what happens next.
- A note above the form points to your emergency number for urgent cases.
Tenant questions in nine languages
Your pages stay in German. The assistant is instructed to reply in the language a tenant picks in the widget or writes in.
- Nine widget languages: German, English, Ukrainian, Arabic, Turkish, Russian, Polish, French and Farsi, with Arabic and Farsi shown right to left.
- With two or more languages turned on, the widget shows a language picker.
- The assistant is instructed to keep official names in the original, with a translation in parentheses.
- Easy language (Leichte Sprache) at the click of a button: the assistant is instructed to use short sentences. It does not replace professionally checked easy-language texts.
What the chatbot does not handle
So that neither your team nor your tenants expect the wrong thing.
Emergencies belong on the phone
For a burst pipe, a gas smell or a heating failure in winter, chat is the wrong channel. Put your emergency number on a page and in a golden answer so the assistant points to it when such questions come up.
No access to accounts or leases
The assistant does not know balances, lease details or the status of a repair job. A Card can send reports to your own API, but the assistant gives no tenant-account information.
No photos or files
Tenants cannot upload photos or documents in the chat. Use the Card’s confirmation to ask for pictures through your usual channel, such as email.
No legal advice
The assistant answers questions about rent increases, notice periods or owners’ association decisions only as far as your pages do. That does not replace a legal review of the individual case.
Frequently asked questions about property management chatbots
What can a property management chatbot answer?
Anything on the pages you give it and in your golden answers: utility cost statements, contacts, office hours, keys, house rules, trash and recycling, moving in and out, and emergency numbers. Answers that draw on your pages show numbered source links. When something is not in your content, the assistant is instructed to say so. It cannot give information about an individual tenant account or lease.
Can the chatbot take maintenance requests?
Yes, with an Interactive Card (Beta): a form in the chat with, for example, the property and address, a category to pick, a description and contact details. Submissions are stored per Card and can be exported as CSV. If you have your own system with an API, the Card can send the request there with an API call instead. Tenants cannot upload photos or files.
Can a staff member take over the chat?
No. Kyros has no live chat and no handoff to staff. When a question is not covered by your content, or someone would rather talk to a person, the assistant can show a callback request Card. The request is stored with the Card or sent to your system through your API, and your team follows up by phone or email as usual.
What happens when a tenant reports an emergency?
Emergencies such as a burst pipe or a gas smell belong on the phone, not in the chat. Put your emergency numbers on a page and also in a golden answer; when a question matches, the assistant is instructed to give that answer word for word. The chatbot does not replace an on-call service and does not alert anyone. Say so in the note on your maintenance request Card as well.
Where is tenant data processed?
Kyros is hosted in Germany; the API and database run in Frankfurt. The message itself is processed by the provider of the AI model you choose, not always in Germany. A data processing agreement (AVV, Art. 28 GDPR) is available, and according to the privacy policy, customer data is not used to train AI models. You set how long conversations are kept per assistant, and every widget explains under “Privacy” how the chatbot is used.
Does the chatbot also work for real estate agents?
Yes, the principle is the same. A chatbot for real estate agents answers questions about your process, services, viewings and required documents from your website pages, and a Card collects viewing or callback requests. You can add individual property pages as URLs and have them re-synced regularly. Kyros does not read PDF brochures, and you should remove sold or rented listings so the assistant stops offering them.
What does a property management chatbot cost?
The Starter plan costs €0, permanently, with no credit card. It includes one assistant with a chat widget and monthly credits. Every message uses credits, and each model shows its credits per message before you choose it. For larger needs there are the Pro and Business plans; prices are available on request.
Read next
Interactive Cards (Beta)
Forms in the chat, for example for maintenance reports and callback requests
Knowledge base
Add pages by URL, re-sync them automatically, maintain golden answers
FAQ chatbot
Answer recurring questions from your own content
Data protection and GDPR
How Kyros handles data: hosting, data processing agreement, retention
Your tenant information as a chat on your website.
Starter plan at €0, permanently, no credit card.