AI Communication — Global Settings
Set global defaults for Locari AI communication: enable AI responses, choose tone style, configure your signature — applies as default to all new listings.
On this page you configure the system-wide communication settings for Locari AI. Everything you set here becomes the default for all newly created listings — you can override each parameter individually at the listing level.
What Locari AI does based on these settings: Answer incoming applicant emails, ask for missing information, coordinate viewings, and request documents — in the tone you choose, under your name. What you decide: Enable or disable AI communication globally, choose the default tone style, maintain your sender signature. The AI never invents information — for unclear requests it escalates automatically to your team.
Common Tasks
- Enable or disable AI communication globally
- Choose a tone style
- Set up signature and contact person
- Customise default responses
- How the AI learns
For listing-specific communication settings switch to AI Communication in a listing — activation, style overrides, manual interventions, escalation log.
How to
Enable AI Communication
- Open Settings → section Locari AI → Communication.
- Turn on the AI Communication enabled toggle.
- Example: Once active, Locari answers every incoming enquiry across all your listings within minutes — even outside office hours — as long as the individual listing is also enabled.
What the AI does now: Every new inbound applicant email is analysed, the intent detected (viewing request, availability question, document submission) and automatically answered — in the chosen tone and with the configured signature. What you do: Flip the switch once. Per listing you can additionally pause communication without changing this global setting.
To pause globally: disable the toggle. All listings are halted immediately; after reactivation Locari resumes seamlessly without losing any messages.
Choose a Tone Style
Select the communication style Locari applies to all AI-generated emails:
- Professional formal — "Dear Mrs. Müller" — formal business language, complete sentences, no colloquialisms. Recommended for high-end properties or institutional landlords.
- Professional friendly (default) — "Hello Mrs. Müller" — balanced warmth, professional yet approachable. Recommended for most listings.
- Modern approachable — "Hi Anna" — direct, personal, slightly casual, informal address. Suitable for student housing or modern co-living concepts.
- Concise efficient — "Mrs. Müller," — short and to the point, no filler text. Suitable when enquiry volume is high and time is short.
What the AI considers for tone: The style setting, the applicant's language (German, English or French), and the existing conversation history — each reply fits the current context, not just the template. What you do: Set the style globally; at the listing level you can override it for individual properties.
The default style applies to all new listings. Existing listings adopt the new value only when you save it there manually.
Signature and Contact Person
- Open the Contact person section.
- Enter First name and Last name — these names appear in the closing of all AI emails.
- Optionally fill in the HTML signature: contact details, company logo, legal disclaimer.
- Click Save.
- Example: First name "Laura", last name "Schmidt" → applicants receive emails from "Laura Schmidt" — professional appearance without exposing a private phone number.
The signature can be overridden per listing; if left empty there, this global signature applies.
Customise Default Responses
Under Default texts you can store optional text blocks that the AI uses as a starting point:
- First-contact greeting — opening tone for the first reply
- Viewing invitation — wording of the appointment offer
- Rejection — base phrasing when criteria are not met
- Missing document request — list and wording for document requests
Leave a field empty and Locari uses its internal default block for the chosen style.
What the AI does with your default texts: They are embedded as a starting point but adapted to the situation — Locari does not reproduce them word for word, but uses your wording style as a guide. What you do: Leaving them empty is fine. The more context you provide, the more accurately the AI matches your style.
Views and Fields
Settings overview (Locari AI → Communication)
All configurable fields on this page:
- AI communication enabled — Global on/off switch for AI communication
- Tone style — One of four styles: Professional formal, Professional friendly, Modern approachable, Concise efficient
- First name — First name in the sender signature (e.g. Laura)
- Last name — Last name in the signature (e.g. Schmidt)
- Signature (HTML) — Free text: contact details, logo, disclaimer (optional; empty = no footer)
Tone style comparison
| Style | Address form | Formality | Use case |
|---|---|---|---|
| Professional formal | You, "Dear" | High | High-end properties, institutional landlords |
| Professional friendly | You, "Hello" | Medium | Default — recommended for most listings |
| Modern approachable | Informal, "Hi" | Low | Student housing, co-living, modern concepts |
| Concise efficient | You, direct | Medium | High enquiry volume, fast processing |
Relationship to listing level
These settings are global defaults. At the listing level:
- A listing can have its own tone style and signature — these override the global values.
- If a setting is absent at listing level, the global value applies automatically.
- Both the global AI activation and the listing-level activation must be on for Locari to communicate for a listing.
Details at listing level: AI Communication in a listing.
How the AI Learns
AI memory per applicant
What the AI memory stores: The content of your manual replies (e.g. "pets allowed"), corrections to AI texts, and escalation feedback are recorded for each applicant in the AI memory. What you decide: You can view, edit, or delete individual entries at any time — under Applicant Details → Edit AI memory.
The AI learns exclusively from your own data — no information from other accounts is ever shared.
Audit and History
Every AI action in communication is logged per applicant — visible in the History tab of the applicant details:
- Timestamp of every sent and received message
- Detected intent of the applicant's message
- Action taken (reply sent, appointment created, escalation raised)
- Manual interventions by team members (named)
Retention: The log is kept for the duration of the selection process and then deleted according to the GDPR retention period. Manually deleting an applicant removes the history immediately and irreversibly.
Note: Do not delete an applicant while a selection process is running — the communication history will be permanently lost.
Permissions and Multi-select
- View settings: all team members of the owner account.
- Change tone style and signature: all team members.
- Enable or permanently disable global AI communication: administrators only — the action affects all listings.
- Edit default texts: all team members.
For listing-specific settings or per-applicant manual interventions: AI Communication in a listing — activation, style override, escalation management.