Tenant emergencies don't wait for business hours
Burst pipes at 2 AM. Lockouts on weekends. No heat in January. Polaris answers every tenant call, routes true emergencies to your on-call, and captures maintenance requests—24/7/365.
Written by Vijayesh Nair, Founder of Polaris Voice
Why property managers are overwhelmed by calls
Property management has a phone problem that's unique from every other industry I've worked with. You don't have one type of caller — you have three. Tenants calling about emergencies and maintenance. Prospective tenants calling about listings. And property owners wanting updates on their investment. Three completely different conversations, all hitting the same phone line, often at the same time. One overwhelmed property manager trying to handle all of it.
The emergencies are the real problem. A tenant with a burst pipe at 2 AM can't wait until morning. A lockout on a Sunday night is urgent. No heat in January is a habitability issue. These calls need to be answered immediately and routed to the right person. But if you're managing 50 or 100 units, you can't be on call every single night. And when a prospective tenant calls about a vacant unit and hits voicemail, they just call the next listing. That's a month of rent you lost because nobody picked up.
I built Polaris with property managers in mind because the ROI is so clear. One prevented water damage incident pays for a year of service. One vacancy filled a week earlier pays for itself ten times over. And your tenants feel taken care of because someone always answers their call — even at 3 AM on a holiday.
Property management never stops
Tenants call when they have problems—not when it's convenient for you.
of tenant calls come outside business hours or on weekends
average cost of water damage from a burst pipe not caught immediately
of prospective tenants won't leave a voicemail—they'll call another property
Every call type, handled professionally
Polaris knows the difference between urgent and routine.
Tenant Emergencies
Flooding, no heat, fire, security issues. Polaris detects urgency keywords and routes immediately to your on-call staff.
Maintenance Requests
Leaky faucets, appliance issues, HVAC problems. Polaris captures unit, issue, and contact info for your maintenance queue.
Leasing Inquiries
Prospective tenants asking about availability, pricing, amenities. Polaris answers questions and books showings.
AI built for property management
Scale your portfolio without scaling your phone stress.
Smart Emergency Routing
AI detects true emergencies and routes to on-call immediately. Non-urgent calls logged for business hours.
Maintenance Logging
Every request captured with unit number, issue type, urgency, and tenant contact. Ready for your work order system.
Showing Scheduling
Book property showings directly into your calendar. Prospective tenants get confirmation texts.
Tenant Recognition
Returning callers identified by phone number. Unit and tenant info pulled up automatically.
True 24/7 Coverage
Weekends, holidays, 3 AM—every call answered professionally. No more angry tenant voicemails.
PIPEDA Compliant
Tenant data encrypted and stored in Canada. Call recordings available for dispute resolution.
Intelligent Call Routing
Tenant emergencies get escalated immediately. Maintenance requests get logged. Leasing inquiries get scheduled. One AI, three completely different call flows.
See exactly how much revenue is walking out the door.
Your cost of waiting
Per month
$2,000
Per day
$67
Per year
$24,000
Per day
$67
Per month
$2,000
Per year
$24,000
Adjust the sliders below to match your business
Polaris investment
$99/mo
You're losing
20x that
every single month
7-Day Free Trial
Try Polaris free for 7 days — no credit card required. See the ROI for yourself.
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How it works for property managers
From emergency call to resolution, faster.
Tenant calls at 2 AM with a burst pipe
Water is flooding their unit. They need help immediately. You're asleep.
Polaris answers instantly
"Thank you for calling Okonkwo Property Management. I understand this is urgent. Can you tell me what's happening?"
AI detects the emergency
Polaris recognizes "flooding" and "water everywhere" as a true emergency requiring immediate escalation.
On-call staff notified immediately
Your on-call maintenance person gets a call with the unit number, tenant name, and situation details.
Full record for your files
Call recording, transcript, and incident details logged. Documentation ready for insurance or follow-up.
Scale your portfolio, not your phone stress
Polaris handles unlimited calls. Whether you manage 20 units or 2,000, every tenant gets instant, professional response.
Solo managers and small portfolios
Growing property management firms
Large portfolios and multi-site operations
Works with the tools you already use
Whether your team runs on Buildium, AppFolio, or Yardi, Polaris collects the information your team needs—tenant name, unit number, issue description, urgency level, contact info—and delivers it via text and email after every call. Your team enters it into your property management system, just like they would from any other call.
For Enterprise customers, we build custom integrations with your property management software.
Your tenants' data is safe with Polaris
Polaris is fully PIPEDA compliant. Call recordings and transcripts are stored in Canada with AES-256 encryption. Tenant voice data is never used to train AI models. Every call is logged with a full audit trail — useful for dispute resolution and insurance documentation.
Questions about Polaris for property managers?
Get answers to common questions about AI answering for property management.
Yes. Polaris detects emergency keywords like 'flood,' 'fire,' 'no heat,' 'locked out,' or 'break-in' and immediately routes to your on-call staff. You define escalation rules by emergency type and time of day.
Polaris captures all maintenance request details: unit number, issue description, urgency level, and tenant contact info. Requests are categorized and sent to you or your maintenance team automatically.
Yes. Polaris captures prospective tenant information, answers questions about available units (from info you provide), and schedules showing appointments directly into your calendar.
Polaris integrates with Google Calendar and Outlook for scheduling. Maintenance requests are sent via email and SMS for your records. For Enterprise customers, we build custom integrations with property management systems.
Polaris collects all the information your team needs — tenant name, unit number, issue description, urgency level — and delivers it via text and email. Your team can enter it into whatever property management system you use. For Enterprise customers, we can build direct integrations.
Yes. Polaris identifies the caller type based on the conversation and follows different workflows for each. Tenants get maintenance logging or emergency dispatch. Prospective tenants get leasing information and showing bookings. Property owners get message-taking and callback scheduling.
You define what counts as an emergency. Most property managers configure lockouts as urgent, especially late at night. Polaris detects the situation and routes directly to your on-call person with the tenant's name, unit, and contact info.
Most callers can't tell within the first 30 seconds. Polaris uses premium voice technology that sounds natural and human. We also include a brief disclosure for compliance, which most callers appreciate as transparency.
About 5 minutes. Enter your business name, pick a voice, and you're live. Our onboarding wizard pulls your business information automatically so you don't have to type it all out.
Polaris immediately escalates to you or your team. You can set up custom escalation rules based on keywords, urgency, or caller type. Your callers will never hit a dead end.
Yes. No long-term contracts and no cancellation fees. You can cancel directly from your dashboard at any time, and you'll retain access until the end of your billing period.
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"We're confident you'll love Polaris because we've seen it happen hundreds of times. Most businesses are hooked after their first real call. That's why we let you try it free—no commitment."
— Polaris Voice Team
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