AI Communication

Activate the Locari AI for your listing, set tone and contact person — applicants are handled automatically while every decision stays in your hands.

On this page you control how the Locari AI communicates with your applicants. The AI handles incoming messages, answers standard inquiries, coordinates viewing appointments, and notifies you when decisions require your judgment — working exclusively from verified data in your listing.

What the Locari AI handles: Answering incoming applicant emails, requesting missing information, coordinating viewing appointments, requesting documents, and sending reminders — in the tone you choose. What you decide: Activate or pause the AI, choose the communication style, intervene manually, and give final acceptances or rejections. The AI never invents information — if a question cannot be answered with certainty, it automatically escalates to your team.

For all messages from an individual applicant: Applicant Details — Emails tab, replies, manual clarifications.

How To

Activate AI Communication

Open the listing → tab AI Communication.
Toggle AI Communication Enabled on.
Example: Listing "Sample Street 12, 3 rooms" — after activation, Locari answers every incoming inquiry within minutes, including outside office hours.

What the AI does now: Every new incoming applicant email is analysed, the intent is detected (viewing request, availability question, document upload), and a reply is sent automatically. What you do: Toggle the switch once — the communication runs without any further action.

To pause the AI: toggle the switch off. Incoming emails are collected but not answered; after reactivating, Locari continues seamlessly.

Contact Person and Signature

Tab AI Communication → section Contact Person.
Enter First Name and Last Name — these appear in the signature of all AI-generated emails.
Optionally customise the signature HTML (free-text field for contact details, company logo, disclaimer text).
Example: First name "Laura", last name "Schmidt" → applicants receive emails from "Laura Schmidt" — professional appearance without exposing a personal inbox.

Communication Style

Choose the tone Locari uses when writing to your applicants:

Professional formal — Dear Mr/Ms, complete sentences, no colloquialisms. Suited for premium properties or institutional landlords.
Professional friendly (default) — Hello, balanced warmth. Recommended for most listings.
Modern approachable — Hi, direct and personal, slightly casual. Suited for student housing or modern concepts.
Concise & efficient — Short and to the point, no filler text. Suited when volume is high and time is short.

The communication style applies to all AI-generated messages for this listing.

What the AI respects: Your style setting, the applicant's language (German, English, or French), and the existing conversation history — each reply fits the context. What you do: Choose the style once; changes apply to all subsequent AI messages.

Escalations and Clarifications

When the AI cannot resolve an inquiry on its own, a Clarification automatically appears in the dashboard:

Open the notification in the dashboard.
Review the applicant's question and context.
Click Reply — your answer is forwarded to the applicant and the task is closed.

Example: Applicant the Müller family asks: "Can we keep a dog?" — Locari recognises this requires a decision, creates a Clarification, and waits for your approval before replying.

Manual Intervention

You can reply yourself at any time without pausing the AI:

Open the applicant → tab Emails.
Click Reply, compose your message, send.
Locari reads your reply and takes it into account for all future AI messages — for example, it will not re-ask for something you have already confirmed.

What the AI learns: Your content (e.g. "pets are allowed") is saved in the AI memory for this applicant and Locari writes consistently from that point on. What you decide: Whether Locari resumes writing independently after your reply, or whether you want to handle the conversation fully manually.

Views and Fields

Settings Overview (AI Communication Tab)

All configurable fields:

AI Communication Enabled — on/off toggle for the entire listing
First Name — sender signature name (e.g. Laura)
Last Name — surname in the signature (e.g. Schmidt)
Communication Style — one of four styles (professional_formal, professional_friendly, modern_approachable, concise_efficient)
Email Signature — HTML free-text: contact details, logo, disclaimer (optional)

What the AI handles autonomously

The AI answers the following inquiries entirely on its own — only using verified data from your listing and criteria:

Availability inquiries (occupancy, move-in date)
Viewing requests and slot selection
Viewing confirmations, reminders, and short-notice rebookings
Requests for required documents and follow-ups on missing items
General questions about the flat (location, size, features — if stated in the listing)
Thank-you messages and simple acknowledgements

Hallucination protection: The AI never replies with invented information. If a question cannot be answered beyond doubt using the available listing data, Locari automatically escalates to your team — the question appears as an open clarification in the dashboard.

What always escalates

Locari automatically forwards these requests to your team as a task:

Decision requests requiring your judgment (e.g. "Can we keep a dog?")
Messages with unclear or contradictory content (intent not recognisable)
GDPR data deletion requests under Art. 17
Borderline cases on selection criteria (marked for manual review)
Short-notice rebooking requests less than 2 hours before an appointment (require your approval)

Escalations appear as Clarifications in your team's dashboard.

AI Activity Log

Every AI action is logged — visible in the History tab of the respective applicant:

Timestamp of every sent or received message
Detected intent of the applicant's message (e.g. viewing request, document upload)
Action Locari took (reply sent, appointment booked, clarification created)
Whether a team member intervened manually

Retention: The log is kept for the duration of the rental case selection process and deleted afterwards in line with GDPR timelines. Manually deleting an applicant removes the history immediately and irreversibly.

Note: Do not delete an applicant while a selection process is ongoing — the communication history will be permanently lost.

Permissions and Multi-Select

Activate/pause AI communication: all team members of the owner account.
Change communication style and signature: all team members.
Reply manually: all team members.
Permanently disable AI settings at listing level: administrators only.
Handle escalations (Clarifications): all team members — the first to respond closes the task.

For managing multiple listings at once: Listings Overview — AI status visible per listing, filterable by active/paused.