Customization Request Form

Transcription

1 Use this form to complete the setup of your SightPlan Answering Service. You can submit your by ing it to Please reference page 7 for details on all available customizations. Enter your company, site, and contact information COMPANY NAME SITE NAME NAME PHONE ADDRESS ADDRESS 2 CITY STATE ZIP Select your Answering Service Plan Standard Includes a professionally recorded custom greeting. Premium Includes a professionally recorded custom greeting and leasing prompts. Choose the voice talent that best represents your brand and the unique attributes of your community. Order Confirmation By signing below, you are confirming your selection of SightPlan Answering Service at the rates specified in your Order Form. For pricing related questions, please contact sales@sightplan.com. Please allow up to 30 days for your custom recordings to be completed and enabled for your Answering Service phone number. SIGN HERE DATE Page 1 of 8

2 Call Forwarding Test Please add all phone numbers you plan on forwarding to the Answering Service so our team can test for accuracy. If they are not set up properly, we will notify you. PHONE NUMBER(S) (Separate each with a comma) We recommend using services, such as ring no-answer forwarding or ring on-busy forwarding, to setup proper call forwarding. These services are available from your telecom provider. Resident Directory In order to successfully onboard your site, we require your site s Resident Directory in.xls (Excel) or.csv file formats. The following parameters are required: Full name address Phone number Unit number Page 2 of 8

3 Resident Reported Tasks Resident Reported Task Assignment When your residents submit maintenance requests, please write the full name of the user who should be automatically assigned. DEFAULT ASSIGNEE (During office hours) Resident Reported Urgent Task Escalation Your residents have the ability to report urgent issues via the Answering Service. These urgent issues are created as new tasks within the SightPlan platform, and are automatically assigned to a series of your users depending on their availability. Please add each user s full name in the escalation path below: Urgent escalation begins 1 2 F PRIMARY ASSIGNEE (After hours only) SECONDARY ASSIGNEE (After hours only) FINAL ASSIGNEE (All hours) If the Primary or Secondary assignees all fail to accept the urgent task, it will automatically be assigned to the Final assignee. Each user before the Final assignee has 5 minutes to accept or decline the urgent task. Page 3 of 8

4 Customizations Standard Customizations (Required for both Standard and Premium plans) CUSTOM SITE NAME Specify how you would like your community to be referred to in Answering Service. For example, Garden View Apartments. WELCOME GREETING The initial greeting that will play when Answering Service answers a call. For example, Thank you for calling Garden View Apartments. A beautiful oasis close to everything. We recommend a message that is less than 25 words. Premium Customizations (only available through the Premium plan) You can enable up to nine custom leasing prompts for callers (prospects) to learn more about your community. Enable the prompts you want to include by checking the Menu Position that you want it to be presented in, and provide the script you want recorded for that prompt. Note: You do not have to enable all prompts. Home Features Select only the prompts you d like to add to the Answering Service. (defines the order in which custom prompts are presented to callers) (The message you want recorded for this prompt) Example: Garden View strikes the perfect blend of luxury and convenience. Our unique 1, 2 and 3-bedroom floor plans feature granite countertops, generous closet space, ceramic tile and beautiful conservation views. Page 4 of 8

5 Premium Customizations (cont d) Community Features Fill out only the prompts you d like to add to the Answering Service. (defines the order in which custom prompts are presented to callers) (The message you want recorded for this prompt) Example: As a resident, you ll have access to an impressive set of luxurious amenities. Treat yourself to our tranquil resort-style salt water pool, outdoor fire pit and grill areas, state of the art fitness center and free wi-fi throughout all of our common areas. Conveniently located just 5 minutes from local shopping and entertainment at The Grove. Home Availability Example: We typically have a number of 1, 2, and 3-bedroom floor plans available. To have one of our friendly Leasing Specialists contact you with our current pricing and availability, just press 0 and leave us a message with the best way to reach you. Office Hours Example: Our leasing office is open Monday through Saturday from 9 am to 5 pm. For your convenience, we re also open from noon to 4 pm on Sundays. Page 5 of 8

6 Premium Customizations (cont d) Directions Fill out only the prompts you d like to add to the Answering Service. (defines the order in which custom prompts are presented to callers) (The message you want recorded for this prompt) Example: We re conveniently located just off I-95 at exit 97 on the corner of Franklin Avenue and West Colonial Dr. Pets Example: Garden View is a pet friendly community with an onsite dog park and pet spa. We allow cats and dogs up to 50 pounds. Some breed restrictions do apply. If you d like to learn more press 0 and leave us a message with the best way to reach you. Schools Example: Our schools are among the highest rated in the school district. Garden View is zoned for Rainbow Elementary, Indian Trails Middle, and Oviedo High School. Page 6 of 8

7 Premium Customizations (cont d) Specials Fill out only the prompts you d like to add to the Answering Service. (defines the order in which custom prompts are presented to callers) (what you want to state for this prompt) Example: We re currently running our fall move in special. Sign a lease to move in by the end of November and your first month s rent is free! Applications Example: Applications can be filled out online by visiting or follow the prompts to leave a message, and one of our friendly community team members will follow up with you to setup an appointment. Page 7 of 8

8 What you can customize during a call During a SightPlan Answering Service call, there are various prompts that can be customized and branded exclusively for your site. The below chart shows the prompts available for customization during a call. Customizable Pre-recorded A resident or prospect calls your site Personalized WELCOME MESSAGE INQUIRY MAIN MENU MAINTENANCE REQUEST PROMPTS (Pick and choose what you d like to present to the caller) AUTO-DETECT RESIDENT AND UNIT # HOME FEATURES COMMUNITY FEATURES HOME AVAILABILITY CATEGORIES OFFICE HOURS DIRECTIONS PETS PLUMBING HEATING & COOLING ELECTRICAL $ SCHOOLS SPECIALS APPLICATIONS LOCKED OUT OTHER