Answered whenever someone was free
A new inquiry had to be picked up and qualified before the person looked elsewhere. That depended on somebody being at the inbox at the time.
CASE STUDY 01 · ACCOMMODATION REFERRAL
Inquiries answered in seconds. Oversight reduced from 10 people to 5.
THE PROBLEM
Inquiries arrived through multiple sales channels, while staff contacted partners and coordinated responses by hand.
RUNNING IN PRODUCTIONParcelle needs to answer quickly and find suitable options across its partner network. Levria helped the team understand what could be automated and work out what they needed, with guidance throughout the project. We brought the sales channels into one workflow, so a new inquiry could reach all partners immediately. Every partner can respond, and the options and viewing times are organized in one place for the team and the inquirer.
01THE PROBLEM
Posted by hand every morning
With no stock of its own, each requirement went out manually to portals, forums and a row of agency WhatsApp groups, one at a time.
Ten people involved
Inquiries, partner replies and viewing times moved across the team by hand. Ten people were involved in keeping the work moving.
02WHAT WE BUILT
Answer the inquiry. Gather every option. Organize the viewings.
An inquiry gets an answer straight away while its requirements go to the full partner network. Every partner can respond. The options, availability and viewing times are gathered into one view so the team can coordinate the next step.
WHEN AN INQUIRY ARRIVES
Holding the prospect
- ✓ Answered in seconds, at any hour
- ✓ Budget, dates and area captured in the conversation
- ✓ Kept engaged while options are found
- ✓ Passed to a person when it matters
ALL RESPONSES, ONE VIEW
Options organized
Every matching response remains available. The workflow brings the details and viewing times together so the team can help the inquirer compare options and arrange what works.
REACH
The requirement goes to every provider, group and portal at the same time.
GATHER
Every partner can respond, and each suitable option is kept for the inquirer to consider.
SCHEDULE
Available viewing times are organized across the inquirer, provider and sitting tenant when needed.
ACROSS THE PROVIDER NETWORK
Coordinating the options
- ✓ Every agency group and portal that is set up
- ✓ Every partner can respond
- ✓ Suitable options gathered in one view
- ✓ Availability and viewing times organized
Answering the inquiry immediately
The prospect gets a reply as soon as they write, including outside office hours, which holds their attention while options are being found.
Gathering every available option
One action puts the requirement in front of the whole network at once. Every partner can respond, and suitable options are kept together for the inquirer.
Organizing viewings with staff in control
The workflow brings proposed times together and helps coordinate the people involved. It passes anything unclear or sensitive to the team.
03RESULT & HOW WE WORK
● RUNNING IN PRODUCTION
The same work, with the manual steps taken out.
The workflow saves an estimated 23 staff hours each week while the team stays in control.
Secondsto answer, at any hour
Allprovider channels reached together
10 → 5people overseeing the work
23hestimated time saved each week using Levria
HOW THE ESTIMATE WORKSThis is a working estimate based on five fewer people spending about 55 minutes each workday checking messages, coordinating options and arranging viewings. Five people × 55 minutes × five days is about 23 staff hours per week.
THE WORKBEFOREAFTER
Answering a new inquiry
BeforeWhenever somebody next reached the inbox, often hours later
AfterIn seconds, at any hour, with the right questions already asked
Sourcing the options
BeforeTyped by hand into every group, portal and forum each morning
AfterOne action reaches the whole provider network, with every response gathered
Comparing options and arranging viewings
BeforeReading separate threads and coordinating times by hand
AfterSuitable options and available viewing times organized in one place
The staff job itself
BeforeTen people involved in checking messages, coordinating options and arranging viewings
AfterFive people overseeing the workflow and stepping in when needed
Test against live data
Problems are reproduced on live data before anything is changed, then measured again afterwards, so a fix is shown rather than asserted.
Fix the cause, not the report
One wrong assumption usually shows up in several places. Fixing only the case that got reported tends to produce more reports.
Automate with a manual override
It drafts until the team trusts it, then sends on its own, and hands anything unclear back to a person.
Document the limits early
Limits, quirks and known weak spots are written down in advance, rather than found during a conversation with a customer.
In their words.
“Levria walked us through what could be automated and helped us work out what we needed. They brought our sales channels into one workflow, so we can contact all our partners as soon as an inquiry arrives and keep responses coordinated without overlapping inquiries. We had their guidance throughout.”
CLIENT WEBSITEVisit Parcelle ↗
An inquiry arrives, several partners may have a suitable option, and arranging a viewing involves more than one person. Levria keeps the responses and times organized while the team stays in control.
Show us where your work gets stuck ↗