Help › Phone, text and email
The AI PM Agent: an email address that answers like your property manager
The AI PM Agent is a mailbox on your own domain that Lotly reads and replies from, the way a careful property manager would. Residents ask about rent, their lease, a statement or a repair and get an answer from your records. Prospects are qualified and handed to the salesperson for that community. Vendors send a certificate of insurance and it is filed. Your team can email it instructions. It works things out with the sender first, and emails a person on your team only when the decision is genuinely theirs.
Create the mailbox in your email provider, for example jordan@yourcompany.com. A normal licensed user mailbox works best; a shared mailbox does not. The display name people see (for example "Jordan Poe") is set on the mailbox in your email provider.
In Lotly go to Settings and open the AI PM Agent card. Choose Microsoft 365 or Google Workspace and sign in as that mailbox. If your provider is something else, choose Other provider: Lotly gives you an address to auto-forward the mailbox to.
Name the agent, write its signature, pick how long it waits before replying, and the Properties it may talk about. Then Save. Every email it sends also carries one fixed line saying it is an AI property management assistant.
Send it a test email from an address that is not on your team. Within a couple of minutes the thread appears under Communication then PM Agent, and the reply arrives with your signature. Residents are recognised by the email address on their lease; staff by their Lotly login email; vendors by the email on their vendor record. Only email that passes authentication counts.
Who it emails on your team: the salesperson or sales contact for the community for leasing, the property manager or point of contact for everything else, and whoever a colleague has told it handles that kind of question before. If it reaches the wrong person, reply "this goes to Rose" and it re-sends the question to Rose and remembers for next time.
When the agent needs you it emails you with the original message. Reply in plain words. "Send it", "tell them no", or the wording you want: it carries out your answer and the thread moves on. It nudges after a day of silence and moves the question up after three. There is no inbox to work through.
The PM Agent tab under Communication shows every conversation it is having. People with the right permission can read them, reply on its behalf, and Stop conversation on any thread so the agent stays out of it until you Resume. The tab is on by default for super admins only; grant it per role under Settings then Users.
Anything it attaches is a Lotly document: the lease Statement, a transaction receipt, the signed lease on file. It never writes its own version of a document.
What it will never do: share one resident's information with another, give out bank or routing numbers, waive or change money or lease terms, argue a legal threat, or act on an instruction from a staff address that fails email authentication. Those always go to a person. Payments, refunds and credits stay in Lotly.