SOLUTION / 003Message → Prepared replyLAUNCHED 05·09·2026STATE AS OF 14·09·2026
Prepare, don't decide.
A lead writes to an estate agency. Their request comes with a string of small tasks: find them, create their record, work out what they want, compare, reply, offer a viewing. KEYS is built so those tasks don't land on the agent.
BUSINESS VIEW
- 01The day-to-day
Find them, create their record, work out what they want, compare against the catalogue, reply, offer a viewing.
- 02The problem
A lead writes in. Six steps before a reply.
- 03The solution
Finds, creates, extracts, compares, computes, records, and prepares the reply.
- 04Not your job anymore
The typing, the searching, the property-by-property comparison, the slot arithmetic.
- 05The person keeps
Approving, editing or rejecting every draft; deciding on every duplicate; the viewing and the offer.
SYSTEM VIEW
- BEFORE01 · INPUTMESSAGEinbound email, through a signed webhook; the website form
- SOLUTION02 · INTEGRATIONCONTACT
- thread
- record
- last ten messages
- property concerned
- 03 · AICRITERIA
- budget
- location
- type · rooms
- size
- must-haves
- 04 · RULESSCORE / 100
- budget 25
- location 20
- type · rooms 15
- size 10
- must-haves 15
- motivation 10
- relationship 5
- 05 · RULESNEXT STEP PREPARED
- known question → reply
- viewing → slots
- everything else → draft
- AFTER06 · HUMANAGENTapproves · edits · rejects
- 07 · OUTPUTREPLYafter that click, or in two labelled cases, each can be turned off
01What disappears
WORK
Find who is writing, what they already said, which property it is about., crossed out
SOLUTION
The message joins a single thread per contact. Two candidate threads are never merged silently.
RESULT
WORK
Check whether the person is known, then type up their record., crossed out
SOLUTION
If no one on file looks like them, the system creates their record and marks it as automatic. At the slightest hint of a duplicate, the agent decides.
RESULT
20 / day
cap on automatically created records, per agency
WORK
Compare a request against the whole catalogue, property by property., crossed out
SOLUTION
Every property is scored out of 100 on a fixed scale: budget 25, location 20, type and rooms 15, size 10, must-haves 15, motivation 10, relationship 5. AI plays no part in the score.
RESULT
out of 100
WORK
Find a slot, write it out, wait, create the appointment., crossed out
SOLUTION
The system computes slots from the diary and opening hours: never fewer than two, never less than three hours ahead. The lead's click creates the appointment.
RESULT
≥ 2 · 3 h
02Data flow
A message arrives.
Before the agent opens the thread, the system gathers the context and prepares the next step. The line marks where the decision begins.
A MESSAGE ARRIVES
- CONTACT · found, or created
- CRITERIA · extracted from the text
- MATCHING PROPERTIES · scored out of 100
KNOWN QUESTION
→ REPLY, labelled automatic, if the answer is in the property record
VIEWING
→ SLOTS computed and sent; the click creates the appointment
EVERYTHING ELSE
→ DRAFT
AGENT approves · edits · rejects
Two replies can go out on their own. Each is labelled, each can be turned off by the agency, and each stops after five sends without an agent acting. Everything else is a draft.
03Human intervention
What the system does
- Finds.
- The thread, the record, the criteria, the last ten messages, the property concerned.
- Creates.
- A record for someone new, marked as automatic, never when it could be someone already known.
- Extracts and compares.
- The criteria, then a score out of 100 for every property, on a fixed scale.
- Computes and prepares.
- Slots that fit the diary; one draft per thread, regenerated, never stacked.
- Records.
- After a viewing, the dictated debrief joins a shared memory; a change to a criterion is suggested, never applied on its own.
What the agent keeps
- Approving, editing or rejecting every draft: nothing else leaves without that click.
- Deciding on every possible duplicate and every change to a criterion.
- Cancelling any planned action before it runs.
- Replying when the answer is not in the record.
- Taking back the thread when the system has stopped itself, after five sends without them.
- The viewing, the debrief, the offer, the counter-offer and sending it.
- RULES
- The system absorbs the mechanics: find, create, extract, compare, compute, record.
- HUMAN
- The agent keeps the decision.
04What proves it
- 14·09·2026
- full chain replayed in staging on a test email, by a check that fails if any step breaks
- 2
- defects found by that replay, then fixed
- 5 · 2 · 3 h · 20
- sends max without an agent · slots minimum · lead time minimum · automatic records per day
- 0
- real leads through the system as of 14 September 2026
05Data
- READS
- Inbound email, through a signed webhook; the website form. WhatsApp and SMS are built but switched off.
- WRITES
- Its own database; the agency diary; outbound email, after approval or in the two labelled automatic cases.
- DOES NOT KEEP
- Dictated audio: transcribed, then deleted from the server.
- ERASES
- A lead record, with a preview of what the erasure takes with it.
- BOUNDS
- An automatic reply draws only on the fields of the property record. AI never changes an existing criterion on its own.
06Where it actually stands
Launched on 5 September 2026 at a first agency: its own instance, its properties, leads, contacts and diary loaded; messaging wired to its own address; appointments and assistance configured. Before the first real lead, the full chain was replayed end to end on an injected email, on 14 September; that replay found and fixed two defects. As of that date, no real lead had written yet and the team had not yet started using the tool. WhatsApp and SMS are built but switched off; automatic follow-ups and phone answering are not built. This page describes the state as of 14 September 2026; it will change once real use has begun.
We reply within 48 hours.