What we build
Four systems that handle the routine work.
Client and lead systems, internal operations, connected tools and tailored workflows. Built around the tools you already use, in your words.
The same enquiry, two ways.
Watch the normal way first. Then watch what changes with a system in place.
The normal wayEXAMPLE
- Someone gets in touchThe message lands in the inbox at 9:47pm.
- It sits in the inboxThree people see it. Everyone assumes someone else will reply.
- Someone means to follow upIt's on a sticky note. Then the week gets busy.
- It's forgottenThe customer goes somewhere else. Nobody notices.
4 steps. Watch the left-hand side first.
With a Luvik systemEXAMPLE
- Someone gets in touchSame message, same time.
- It's acknowledged automaticallyA proper reply, not a bounce.
- We ask three questionsSo your team has the details before they call.
- The right person gets itOn their list, first thing, marked as a priority.
- We follow upDay 2 and day 7, automatically, until there's an answer.
- It's bookedIn the diary, with a reminder. Nothing forgotten.
6 steps. Watch the left-hand side first.
01 · Capture
Every enquiry gets a response and follow-up.
Messages, calls and forms from connected channels are acknowledged automatically and saved in your CRM.
- Connected channels in one place: web form, portal email, WhatsApp, phone and voicemail, where the channel allows it
- An automatic acknowledgement, in your voice, approved by you
- A record in your CRM with the source and the enquiry attached
- Out-of-hours enquiries acknowledged where the channel allows it
Capture · how it worksEXAMPLE
- Someone gets in touchAny channel, any time.
- It's acknowledged automaticallyAnd saved in your CRM.
Property
A portal enquiry at 9pm on a Friday is acknowledged, logged in the agency's CRM as a lead with the property attached, and waiting on the right negotiator's list on Monday.
Financial services
A web-form enquiry about a rate ending in January is acknowledged, logged, and tagged as a remortgage before anyone reads it.
02 · Qualify
Ask the right questions. Hand it to the right person.
Three simple questions, then it lands on the right person's list with the answers attached.
- Three questions that collect what actually matters, asked on the channel the enquiry came in on
- Rules that decide who it is for and what happens next
- An owner and a priority set on the record, so it is on someone's list
- Nothing sits unassigned, and nothing is assigned twice
Qualify · how it worksEXAMPLE
- We ask the right questionsThree simple ones.
- The right person gets itWith the answers attached.
Property
A landlord enquiry has property type, postcode, currently let or vacant, and timeframe collected before a negotiator touches it, then lands with the right branch.
Financial services
An enquiry is routed to the mortgage adviser or the pensions adviser from the answers, with a priority, before the first conversation.
03 · Chase
Follow up until there's an answer.
Day 2, day 7, day 21. Politely, in your voice. Your team steps in when a person is needed.
- Follow-ups on a schedule: day 2, day 7, day 21, and the quiet ones from last year
- Documents and replies chased until they arrive, with a person stepping in only when a reply needs judgement
- Appointments confirmed and reminded automatically
- Every message logged against the record
Chase · how it worksEXAMPLE
- We remind them on day 2Politely, in your voice.
- And on day 7Until there's an answer.
Property
Valuation done, no instruction: follow-ups at day 2, 7 and 21 by email, SMS or WhatsApp, then a 'still thinking of letting?' check-in at 90 days. The negotiator is only involved when the landlord replies.
Financial services
Two of three documents received: a reminder for the third goes out on day 3 and day 6, and the adviser sees the case only when it is complete or stuck.
04 · Progress
The file keeps moving without anyone pushing it.
Once the work is agreed, each step starts the next one.
- After the yes: documents requested, checked for completeness and filed
- Each step triggers the next, so the file moves without someone pushing it
- Exceptions surfaced to a person, with what is missing and why
- The stage in your CRM updated as the file moves
Progress · how it worksEXAMPLE
- We collect the paperworkAnd chase what's missing.
- The file moves on its ownEach step starts the next.
Property
A new landlord instruction: ID, proof of ownership, gas, EICR and EPC certificates are requested, chased if late, checked and filed; the tenancy set-up starts the moment the last one lands.
Financial services
A new case: fact-find documents requested and checked, the adviser notified when the pack is complete, and the compliance step triggered without anyone chasing it.
Recent builds
Bookings confirmed, clients reminded, reviews asked for
- PROBLEM
- Confirmations, reminders and review requests were typed by hand, or missed.
- WHAT WE BUILT
- A booking system on WhatsApp that writes each message in the owner's words and waits for a one-tap approval.
- WHAT NOW HAPPENS
- Confirmations, reminders and review requests go out on time. The owner approves each one.
“You're booked in for Thursday HIIT at 6pm. See you there.”A message the system sends (client details removed)
HOW IT WORKSEXAMPLE
- A client books a sessionIt appears in the diary.
- We write the confirmationIn the owner's words.
- The owner approves itA PERSONOne tap.
- It's sent on WhatsAppStraight to the client.
- A reminder the day beforeSo nobody forgets.
- A review request afterAnd a nudge to rebook.
Labels mean what they say: LIVE is running for a client; OUR OWN VENTURE and OUR OWN SYSTEM are things we built for ourselves.
Where a person steps in.
The system does the routine steps. A person makes the decision. Try it.
Routine work, then a decisionEXAMPLE
- Someone asks for adviceThe message comes in.
- We collect the detailsWhat they need and when.
- We check your recordsAre they already a client?
- We draft the replyReady for a person to read.
- A person decidesA PERSONWhat to recommend, and whether to take it on.
The same idea, in your words.
Pick your business to see how the steps change shape.
From enquiry to instructionEXAMPLE
- A landlord or vendor gets in touchOn the portal, by phone, by WhatsApp or by email.
- It's acknowledged automaticallyIncluding out of hours, where the channel allows it.
- We ask about the propertyWhere, how big, and when.
- The right negotiator gets itBy postcode, with the details filled in.
- We book the valuationFrom the diary, with a reminder.
- We follow up until there's a clear answerDay 2, 7 and 21, then a check-in later.
- We sort the paperworkID, ownership and certificates, chased and checked.
Sound familiar?
- A landlord messages at 9pm and nobody replies until Monday.
- The valuation went well, then nobody followed up.
- Leads sit in the CRM with no owner.
- Last year's valuations are never revisited.