Phone Systems for Real Estate Agencies
Keep buyer, vendor and tenant calls moving, whether your agents are at an open home, an auction or back at the office.
Industry Challenges
Real estate runs on the phone, and many of the calls that matter come in on weekends or while agents are out at appraisals. A hosted phone system keeps sales and property management calls apart, follows agents onto their mobiles, and makes sure an urgent tenant call doesn’t sit in voicemail.
- Saturday open home and auction calls with the office closed
- Agents giving out personal mobiles and taking contacts with them
- Urgent maintenance calls from tenants mixed with sales enquiries
- Appraisal leads missed while everyone is out
How Smart Phone Systems Helps
Weekend routing: On weekends, sales calls can ring the duty agent’s mobile app instead of an empty office, and the schedule switches back automatically on Monday.
Agents on the agency number: Agents ring buyers and vendors from the mobile app, which shows the agency number. If an agent moves on, the relationship and the callbacks stay with the agency.
Property management kept separate: Tenants and landlords press their own option, which rings the property management team. After hours, an urgent repairs option can play your emergency repairs contact or ring an on-call property manager.
Catching appraisal leads: Appraisal enquiries can ring several agents at once, and anything missed triggers a lost call alert email with the caller’s number. Where your CRM supports it, caller details can appear before you answer.
Common Setup for Real Estate Agencies
Example setup: An 8-person agency with four sales agents, two property managers, a receptionist and a principal.
Typical call flow: Main number → Press 1 for Buying or Selling → Press 2 for Property Management → Press 3 for Urgent Rental Repairs. On Saturdays, option 1 rings the duty agent’s app.
Useful features: Time-based routing, ring groups, mobile app with agency caller ID, lost call alerts, messages on hold, CRM integration where supported.
Why Choose Smart Phone Systems
Agencies work weekends, so it helps that our phones are answered 8am-10pm, 7 days. Our Pakenham team designs the call flow for sales and property management, ports your numbers and trains agents on the app, all included. No lock-in contracts, no licence fees, unlimited national landline and mobile calls with each extension, and the first month free for new customers.
FAQs for Real Estate Agencies
Can a campaign have its own phone number?
Yes. Extra numbers can be added and pointed at an agent, a team or a recorded message, which makes it easy to see which campaign generated a call. Ask us about the cost of additional numbers.
Can agents switch off on their days off?
Yes. Agents can set the app to do not disturb, and their calls go to a colleague or voicemail instead.
Can we use messages on hold to promote listings?
Yes. Messages on hold can mention upcoming auctions, open homes or your property management service, and we can change them whenever you like.
Do agents need a desk phone?
Agents who are mostly out may only need the mobile app and the desktop app on a laptop. Reception and property management usually suit a desk phone with a headset.
Ready to Make Sure Weekend Calls Reach an Agent?
Call us or send an enquiry and we’ll look at how sales, rentals and after-hours calls are handled now.
Learn more about our business phone system features or view our pricing. Our Business NBN plans can be bundled for the office, and the virtual phone app page shows how agents use the business number on their mobile. To get started, call us on 03 9100 1234 or book a 15-minute chat using the link below.
