Turn Rental Enquiries into Better Callbacks with Bearworks Voice Agents

When your team is showing properties or helping tenants, incoming rental enquiries can be difficult to manage. Prospective renters still need a way to explain what they’re looking for and leave details for a callback.

Bearworks’ voice agent platform lets a real estate firm or rental agency build an agent to handle those initial conversations, gather applicants’ responses, and make them available for review in call transcripts.

Build an agent around your rental enquiry process

Start by describing the agent’s role in plain English: welcome callers, understand their rental requirements, and collect the information a leasing team needs to follow up.

An example conversation could gather:

• The caller’s name and callback number.
• The property or neighbourhood they’re interested in.
• Their preferred move-in date.
• Their rental budget and desired number of bedrooms.
• A convenient time for a callback.

Add approved property information to the agent’s knowledge sources and define clear boundaries. For example, instruct it to avoid promising availability, confirming an application’s acceptance, or inventing answers about a listing.

Keep the agent’s role focused on collecting enquiries, with your team handling application reviews and decisions.

Choose a voice that fits your agency

Bearworks offers a voice library and voice cloning with the speaker’s written permission. Choose a voice based on qualities such as warmth, clarity, pace, and tone.

Race isn’t a voice characteristic or a supported selection category established by Bearworks’ product page. Describe the sound you want directly—for example, “warm, conversational, and unhurried”—to create a welcoming experience for callers.

Make the questions feel like a conversation

Draft instructions that encourage the agent to ask one question at a time, acknowledge each answer, and avoid asking for information the caller has already provided.

A natural opening might be:

“Thanks for calling Oak Street Rentals. I can take a few details so our leasing team can get back to you. Are you calling about a particular property?”

If the caller names a listing and mentions moving next month, the next question could be:

“Thanks. What date next month would you ideally like to move?”

Before ending, have the agent repeat the callback number and summarise the request so the caller can correct any mistakes.

Review responses and test the experience

Bearworks provides call outcomes, short summaries, and full transcripts. Your leasing team can review applicants’ recorded responses before calling back, helping them prepare a relevant conversation.

Use Test & Simulations to check the draft against realistic scenarios: a caller who changes their move-in date, asks about an unavailable detail, or gives several answers at once. Review the simulated transcript and verdict, refine the instructions, and publish when the agent behaves as intended.