Fill Every Bed, Collect Rent Automatically & Keep Tenants Happy—All on WhatsApp

Handle 100+ inquiries weekly without missing a single prospect. Automated rent reminders, instant complaint resolution, and tenant engagement that keeps beds filled.

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55%
Higher booking rate
Instant 24/7 responses convert more inquiries
12+ hrs
Saved per week
Automate rent collection, complaints, and announcements
70%
Faster rent collection
Automated reminders ensure on-time payments
90%
Tenant satisfaction
Quick complaint resolution keeps tenants happy
The Problem

Challenges PG & Hostel Owners Face

Inquiries at All Hours

Students and professionals message at midnight asking about vacancies. You're managing 45 tenants and can't reply instantly. They message 5 other PGs and book elsewhere by morning.

Rent Collection Chaos

With 45 tenants paying between 1st and 10th, tracking becomes a nightmare. You manually check who paid, send individual reminders, and chase late payments all month.

Complaints Get Lost

"WiFi not working", "AC issues", "food quality problem" - messages flood in from different tenants. You lose track of who complained, what was fixed, and who's still waiting.

Food Menu Confusion

Tenants ask daily "what's for lunch?", "is tomorrow breakfast south Indian?". You share the same menu repeatedly. Food feedback gets buried in chats.

Move-In/Move-Out Mess

New tenant joins: need ID proof, agreement, advance, deposit. Someone leaves: inspect room, settle dues, return deposit. Each move-in/move-out takes 20 messages and 3 days.

Important Announcements Ignored

Water tank cleaning, visitor policy, curfew timings - you send group messages but half the tenants claim they never saw them. Leads to conflicts and complaints.

Solutions

10 Ways WhatsApp Automation Fills Your PG Beds

Convert more inquiries, automate rent collection, and keep tenants happy

1

Instant Vacancy Inquiry Response

Rule Starter+ $29

When someone messages about rooms, instantly send current availability, pricing for all room types, amenities, and location - even at 3 AM when students are searching.

TRIGGER: Any new message contains "room" OR "available" OR "vacancy"
ACTION: Send complete availability message with pricing
THEN: Tag contact as "New Inquiry - Anna Nagar"
THEN: Notify property manager for quick follow-up
How it works: When Mrs. Lakshmi is busy managing the property or it's late night, automation captures every inquiry instantly. Students and professionals compare 5-10 PGs before deciding. The faster you respond with complete info, the higher your conversion rate. Includes all details they need: room types, pricing, amenities, location, deposit terms.

Workflow tip: Update the message monthly with current availability. Include photos via WhatsApp Business catalog for higher conversion.
2

Room Tour Scheduling

Journey Starter+ $29

Guide prospects through tour booking with confirmation, Google Maps link, caretaker contact, and reminder 2 hours before visit. Reduce no-shows by 70%.

JOURNEY: Property Tour Scheduling
TRIGGER: Staff tags contact as "wants-visit"
STEP 1: Ask preferred time slot
STEP 2: Send confirmation with all details + Google Maps
STEP 3: Send reminder 2 hours before visit
STEP 4: Post-visit: Ask for feedback next day
STEP 5: If interested, send booking link; if not, add to nurture list
How it works: Structured visit scheduling ensures every prospect gets professional treatment. The 2-hour reminder significantly reduces no-shows (from 40% to 12% typically). Google Maps link removes "I couldn't find the place" excuses. Suggesting dinner time visit lets prospects see food quality - a major decision factor for PG selection.

Workflow tip: After the visit, tag them as "Visited-Interested" or "Visited-NotInterested" to trigger appropriate follow-up sequences.
3

Room Allocation & Welcome

Sequence Starter+ $29

New tenant journey: deposit payment link, document collection, room assignment, house rules, WiFi password, meal timings, emergency contacts - all automated.

SEQUENCE: New Tenant Onboarding
DAY 0: Send booking confirmation + deposit payment link
DAY +1: Request documents (Aadhaar, photo, parent contact)
DAY +2: Share room details, WiFi, meal timings, house rules
DAY +2: Send move-in checklist (what to bring)
DAY +7 (after move-in): Check-in message - "How's everything?"
DAY +15: Collect feedback, ensure everything's good
How it works: First impression matters. Professional onboarding reduces new tenant anxiety and sets expectations clearly. They get all info upfront - WiFi password (no need to ask), meal timings (plan their day), house rules (avoid conflicts), emergency contacts (feel safe). The sequence triggers based on deposit payment, ensuring smooth move-in.

Workflow tip: Include a "Tenant Handbook" PDF with complete rules, what to do if AC breaks, laundry days, etc. Reduces 90% of basic questions.
4

Rent Payment Reminders

Journey Pro $99

Automated monthly rent collection: friendly reminder on 1st, gentle nudge on 5th, firm notice on 7th with late fee warning. Track who paid automatically.

JOURNEY: Monthly Rent Collection
DAY 1 (1st of month): Send friendly payment reminder with GCash details
DAY 5 (if unpaid): Send gentle nudge "Just a reminder..."
DAY 7 (if unpaid): Firm notice with late fee warning (₹200/day)
DAY 10 (if unpaid): Personal call + message from owner
DAY 15 (if unpaid): Final notice - pay or vacate process starts

EXIT: When payment screenshot received, confirm + send receipt
How it works: With 45 tenants, manual rent tracking is impossible. Automation sends personalized reminders to only those who haven't paid (based on tags). When screenshot is shared, staff confirms and tags "paid", which stops further reminders. The escalating tone (friendly → firm → final) handles 95% of collections without confrontation. Late fee warning on Day 7 motivates on-time payment.

Workflow tip: Offer ₱2,300 discount for advance payment (paying next month's rent early). Creates cash flow and reduces monthly collection work.
5

Meal Menu & Feedback

Campaign Starter+ $29

Share weekly meal menu every Sunday evening. Collect food preferences and dietary restrictions. Monthly feedback polls to improve food quality.

CAMPAIGN: Weekly Menu Broadcast
TARGET: All current tenants (tagged "active-tenant")
SCHEDULE: Every Sunday, 6:00 PM
MESSAGE: Complete week's menu with breakfast/lunch/dinner
FOLLOW-UP: Monthly food feedback poll (rate 1-5 stars)

RULE: If tenant replies "feedback" or "complaint"
ACTION: Collect detailed feedback, notify cook immediately
How it works: Proactive menu sharing reduces "what's for dinner?" messages by 90%. Tenants can plan their meals (order outside if they don't like something). Birthday celebrations make tenants feel special. Monthly feedback polls help Mrs. Lakshmi identify issues before tenants complain publicly. Special meals on Friday/Sunday keep morale high.

Workflow tip: Ask tenants to vote on next month's special dishes. Creates engagement and reduces food complaints - they chose the menu!
6

Maintenance Request Handling

Rule Starter+ $29

Structured complaint logging: WiFi issues, AC problems, plumbing, electrical, cleaning requests. Auto-assign to staff, track resolution, send updates.

RULE: Maintenance Request Auto-Assignment
TRIGGER: Message contains "AC" + "not working/cooling/issue"
ACTION:
  1. Create ticket with unique ID
  2. Log issue, room number, time
  3. Auto-assign to electrician
  4. Send confirmation to tenant with timeline
  5. Notify electrician via WhatsApp
  6. Send resolution update when fixed

SIMILAR RULES FOR:
• WiFi issues → Assign to IT staff
• Plumbing → Assign to plumber
• Cleaning → Assign to housekeeping
• Food complaints → Assign to cook supervisor
How it works: Every complaint gets a ticket number - no more lost issues. Tenants get immediate acknowledgment (not ignored) + clear timeline (what to expect). Auto-assignment ensures right person handles it. Resolution updates close the loop professionally. Mrs. Lakshmi can review all tickets weekly to spot patterns (if AC breaks often, time to service).

Workflow tip: Track average resolution time per issue type. Share monthly stats with tenants: "Last month: 45 complaints, avg resolution 4 hours". Builds trust.
7

House Rules & Announcements

Campaign Starter+ $29

Important updates reach everyone: water tank cleaning, generator maintenance, visitor policy reminders, curfew timings, festival holidays with read confirmation.

CAMPAIGN: Important Announcements
TARGET: All active tenants (tagged "active-tenant")
DELIVERY: Immediate broadcast
TRACKING: Request "SEEN" confirmation
FOLLOW-UP: Remind those who didn't confirm after 3 hours

ANNOUNCEMENT TYPES:
• Maintenance (water, electricity, generator)
• Policy reminders (visitor rules, curfew, noise)
• Festival holidays (office closed dates)
• Safety alerts (gate timing changes)
• Emergency notices (power outage, water shortage)
How it works: Group messages get lost. Broadcasting to everyone individually ensures delivery. "SEEN" confirmation lets Mrs. Lakshmi know who read it. Those who don't respond get personal call/message. Reduces "I didn't know about it" excuses by 95%. Clear formatting (date, time, impact, alternatives) helps tenants plan.

Workflow tip: Maintain an "Announcements Archive" - save all broadcasts. When tenant complains "you never told us", show the message + their SEEN confirmation.
8

Complaint Resolution System

Rule Pro $99

Handle sensitive issues: roommate conflicts, noise complaints, cleanliness disputes. Structured escalation from caretaker to owner with resolution tracking.

RULE: Tenant Complaint Escalation System

TRIGGER: Keywords "roommate problem", "noise", "fight", "uncomfortable"
CATEGORY: Sensitive complaint (confidential handling)

RESOLUTION FLOW:
LEVEL 1: Caretaker intervention (24 hours)
LEVEL 2: Owner mediation (48 hours)
LEVEL 3: Room change/relocation (72 hours)
LEVEL 4: Notice to offending tenant (7 days)

AUTO-UPDATES:
• Day 1: Acknowledge + assign to caretaker
• Day 1 Evening: First update to complainant
• Day 2: Resolution or escalation
• Day 3: Follow-up - "Is it better now?"
• Day 7: Close ticket or final action
How it works: Roommate conflicts are the #1 reason tenants leave PGs. Quick, structured resolution keeps tenants happy. Confidentiality ensures no awkwardness. Multi-level escalation (warning → room change → eviction) handles issues fairly. Timelines create accountability. Follow-up ensures actual resolution, not just lip service.

Workflow tip: After resolving conflicts, both tenants get "House Rules Reminder" automatically. Prevents repeat issues. Track complaint types monthly - pattern of complaints about one tenant = red flag.
9

Move-Out & Deposit Return

Sequence Pro $99

When tenant gives notice, automate entire move-out: confirm last day, schedule room inspection, calculate dues, process deposit refund, collect feedback.

SEQUENCE: Tenant Move-Out Process

TRIGGER: Tenant says "vacate", "leaving", "move out"

DAY 0: Send move-out details
  • Confirm notice period (30 days)
  • Calculate last day
  • Explain refund process

DAY +1: Send move-out checklist
  • Room cleaning requirements
  • What to return
  • Settlement process

DAY -2 (before last day): Inspection scheduling
  • Book inspection slot
  • Remind about room condition

DAY -1 (last day): Final settlement
  • Room inspection
  • Calculate deductions
  • Return keys

DAY +3: Deposit refund
  • Transfer security deposit
  • Send detailed breakdown
  • Request feedback/review

DAY +7: Follow-up
  • Ask for Google review
  • Referral request (know anyone looking for PG?)
  • Add to alumni list for future vacancies
How it works: Smooth move-out leaves good impression - former tenants refer friends. Clear checklist reduces disputes about deposit deductions (tenant knows what's expected). Room inspection 2 days before move-out gives time to fix minor issues. Quick deposit refund (3-5 days vs 30 days) generates positive reviews. Exit feedback identifies improvement areas.

Workflow tip: Maintain "Alumni Database" - former tenants with good payment history. When vacancy arises, reach out: "Maria, know anyone looking for PG near Anna Nagar?" Word-of-mouth is best marketing.
10

Referral Program

Campaign Business $470

After 2 months, invite happy tenants to refer friends. Track referrals automatically, credit discounts when new tenant joins, send monthly referral earnings.

CAMPAIGN: Referral Program Launch
TARGET: Tenants staying >2 months + good payment record
TRIGGER: Auto-send referral invite after 60 days

TRACKING:
• Each tenant gets unique referral code (NAME2024)
• When new inquiry mentions code, tag "referred-by-[name]"
• When referred tenant pays deposit, credit referrer ₱9,200
• Auto-apply credit to next month's rent

GAMIFICATION:
• Monthly leaderboard: Top 3 referrers announced
• Milestone rewards:
  - 1st referral: ₱9,200
  - 3rd referral: Extra ₱4,600 bonus
  - 5th referral: 1 month free stay

AUTOMATION:
• Monthly: Send referral status update to active referrers
• When friend visits: "Maria, your friend Kavya visited today!"
• When friend books: "Congrats! Kavya joined. ₱9,200 credited!"
• Each quarter: Referral earnings summary
How it works: Happy tenants are your best marketers. Referral programs turn tenants into salespeople. Personal recommendations convert 5x higher than ads. ₱9,200 credit costs less than marketing to fill one bed (broker commission: £240-5,000). Unique codes make tracking automatic. Leaderboard creates friendly competition. Some tenants earn 2-3 months free rent annually through referrals!

Workflow tip: Announce top referrers monthly in announcement broadcast: "Shout-out to Divya for referring 4 friends this month!" Creates aspirational effect - others want to earn too. Calculate: 45 tenants × 1 referral/year = 45 new tenants = zero vacancy!
CRM

Your pipeline, pre-configured

Track tenants through stages. See at a glance who's inquiring, who's visiting, and who needs rent follow-up.

Inquiry
Room requested
Visit
Property tour
Booked
Deposit paid
Move-In
Keys handed
Active
Current tenant
Move-Out
Alumni

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Instant vacancy inquiry response ✓ ✓ ✓
Room tour scheduling & reminders ✓ ✓ ✓
New tenant onboarding automation ✓ ✓ ✓
Automated rent collection reminders Basic ✓ ✓
Meal menu broadcasts ✓ ✓ ✓
Maintenance request handling ✓ ✓ ✓
House rules & announcements ✓ ✓ ✓
Complaint resolution system ✓ ✓ ✓
Move-out & deposit return automation — ✓ ✓
Referral program tracking ✓ — ✓
Tenant contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR PG & HOSTELS

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Perfect for established PGs like NestAway with 30-50 beds. Includes advanced rent collection, complaint resolution, and move-out automation that saves 15+ hours weekly.

Up to 5,000 contacts
5 team members
Smart rent reminders
Complaint tracking
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Small PG with <30 beds? Starter Plan ($29/mo) covers inquiries, basic automation, and announcements.

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Join PG owners using WhatsApp to convert 40% more inquiries, collect rent on time, and keep tenants happy.

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