The case study tells the story. This page is the blueprint. How a message moves from a tenant's phone to a signed lease and an owner's dashboard, who acts at each step, and every feature in the build. Print it, pin it, hand it to your team.
Every channel lands in one queue. The AI reads it, the systems record it, and the outputs go to tenants, staff and owners. Nothing is retyped between layers.
Read a column top to bottom to see one step. Read a row left to right to see how much the tenant, the AI, the automations and the staff each carry. Staff touch three of eight steps. Each is an approval, not typing.
| Lane | Step 01Capture the lead | Step 02Read and sort | Step 03CRM record | Step 04Reply in 2 min | Step 05Viewing to contract | Step 06Ejari stored | Step 07Renewal engine | Step 08Owner dashboard |
|---|---|---|---|---|---|---|---|---|
| Tenant / lead | Messages on WhatsApp, web or email | Gets answer and 3 viewing slots | Views, signs digitally | Receives 90-day notice, replies | ||||
| AI agent | Tags intent, language, urgency | Drafts reply from prompt library | Pre-fills contract from CRM | Drafts notice in legal wording | ||||
| Automation | All channels into one queue | Create or match contact, assign agent, set stage | Sends on approval, logs to CRM | Triggers e-sign, books calendar | Files PDF by unit + tenant, links to ERP | Fires at 90, chases at 60 and 30 | Pulls KPIs from CRM, vault, accounts | |
| Staff | Approve or edit (routine sends itself) | Confirm the viewing happened | Sign the notice before it goes | |||||
| Owner / mgmt | Live occupancy, renewals due, leads, rent outstanding |
This is the full scope the group signed off. Green squares are automated or AI-handled. Pink squares need a person in the loop by design. Each module maps to a build phase.
Modules land in this order because each one needs the one before it. You cannot automate renewals before the leases are digital, and you cannot run an AI assistant before the listings exist.
Website and property data. Module 01. Discovery, listings cleaned, Arabic and English content, forms live.
WhatsApp, CRM and the AI assistant. Module 02. Tool trials, prompt library written, lead routing tested.
Tenants, documents and money. Modules 03, 04, 05. Portal, renewal engine, receipts, Tally export, owner reports.
SEO and content. Module 06. Landing pages, schema, Google Business Profile, LinkedIn and Instagram pipelines. Staff trained, launch.
Module 07, security and governance, runs through every phase: access roles on day one, audit trail before the first automation fires, backups tested before launch.
This is the management sign-off sheet. Ticks stay on this page in your browser only. Nothing is sent anywhere.
Send me your lead channels and your lease count. I will mark up this page for your company: which modules first, what it costs, how many weeks.