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ANSWERING SERVICECustomization Request FormUse this form to complete the setup of your SightPlan Answering Service. You can submit yourCustomization Request Form by emailing it to help@sightplan.com. Please reference page 7 fordetails on all available customizations.Enter your company, site, and contact informationCOMPANY NAMESITE NAMENAMEPHONEEMAILADDRESSADDRESS 2CITYSTATEZIPSelect your Answering Service PlanStandardPremiumIncludes a professionally recorded custom greeting.Includes a professionally recorded custom greeting andleasing prompts. Choose the voice talent that best representsyour brand and the unique attributes of your community.Order ConfirmationBy signing below, you are confirming your selection of SightPlan Answering Service at the rates specified in your Order Form.For pricing related questions, please contact sales@sightplan.com.Please allow up to 30 days for your custom recordings to be completed and enabled for your Answering Service phone number.SIGN HEREDATEForm AS-CRF-1.2Page 1 of 8
ANSWERING SERVICECustomization Request FormCall Forwarding TestPlease add all phone numbers you plan on forwarding to the Answering Service so our team can test for accuracy. If they are notset up properly, we will notify you.PHONE NUMBER(S) (Separate each with a comma)We recommend using services, such as “ring no-answer forwarding” or “ring on-busy forwarding”, to setup proper call forwarding.These services are available from your telecom provider.Resident DirectoryIn order to successfully onboard your site, we require your site’s Resident Directory in “.xls” (Excel) or “.csv” file formats. Thefollowing parameters are required:– Full name– Email address– Phone number– Unit numberForm AS-CRF-1.2Page 2 of 8
ANSWERING SERVICECustomization Request FormResident Reported TasksResident Reported Task AssignmentWhen your residents submit maintenance requests, please write the full name of the user who should be automaticallyassigned.DEFAULT ASSIGNEE (During office hours)Resident Reported Urgent Task EscalationYour residents have the ability to report urgent issues via the Answering Service. These urgent issues are created as new taskswithin the SightPlan platform, and are automatically assigned to a series of your users depending on their availability. Please addeach user’s full name in the escalation path below:Urgent escalation begins1PRIMARY ASSIGNEE (After hours only)2SECONDARY ASSIGNEE (After hours only)FFINAL ASSIGNEE (All hours)If the Primary or Secondary assignees all fail to accept the urgent task, it will automatically be assigned to the Final assignee. Eachuser before the Final assignee has 5 minutes to accept or decline the urgent task.Form AS-CRF-1.2Page 3 of 8
ANSWERING SERVICECustomization Request FormCustomizationsStandard Customizations(Required for both Standard and Premium plans)CUSTOM SITE NAMESpecify how you would like your community to be referred to in Answering Service. For example, ‘Garden View Apartments’.WELCOME GREETINGThe initial greeting that will play when Answering Service answers a call. For example, “Thank you for calling Garden View Apartments.A beautiful oasis close to everything.” We recommend a message that is less than 25 words.Premium Customizations(only available through the Premium plan)You can enable up to nine custom leasing prompts for callers (prospects) to learn more about your community. Enable theprompts you want to include by checking the Menu Position that you want it to be presented in, and provide the script you wantrecorded for that prompt. Note: You do not have to enable all prompts.LEASINGHomeFeaturesSelect only the prompts you’d like to add to the Answering Service.MENU POSITION (defines the order in which custom prompts are presented to callers)123456789SCRIPT (The message you want recorded for this prompt)Example: “Garden View strikes the perfect blend of luxury and convenience. Our unique 1, 2 and 3-bedroom floor plans featuregranite countertops, generous closet space, ceramic tile and beautiful conservation views.”Form AS-CRF-1.2Page 4 of 8
ANSWERING SERVICECustomization Request FormPremium Customizations (cont’d)LEASINGCommunityFeaturesFill out only the prompts you’d like to add to the Answering Service.MENU POSITION (defines the order in which custom prompts are presented to callers)123456789SCRIPT (The message you want recorded for this prompt)Example: “As a resident, you’ll have access to an impressive set of luxurious amenities. Treat yourself to our tranquil resort-stylesalt water pool, outdoor fire pit and grill areas, state of the art fitness center and free wi-fi throughout all of our commonareas. Conveniently located just 5 minutes from local shopping and entertainment at The Grove.”HomeAvailabilityMENU POSITION123456789SCRIPTExample: “We typically have a number of 1, 2, and 3-bedroom floor plans available. To have one of our friendly Leasing Specialistscontact you with our current pricing and availability, just press 0 and leave us a message with the best way to reach you.”Office HoursMENU POSITION123456789SCRIPTExample: “Our leasing office is open Monday through Saturday from 9 am to 5 pm. For your convenience, we’re also open fromnoon to 4 pm on Sundays.”Form AS-CRF-1.2Page 5 of 8
ANSWERING SERVICECustomization Request FormPremium Customizations (cont’d)LEASINGFill out only the prompts you’d like to add to the Answering Service.DirectionsMENU POSITION (defines the order in which custom prompts are presented to callers)123456789SCRIPT (The message you want recorded for this prompt)Example: “We’re conveniently located just off I-95 at exit 97 on the corner of Franklin Avenue and West Colonial Dr.”PetsMENU POSITION123456789SCRIPTExample: “Garden View is a pet friendly community with an onsite dog park and pet spa. We allow cats and dogs up to 50 pounds.Some breed restrictions do apply. If you’d like to learn more press ‘0’ and leave us a message with the best way to reach you.”SchoolsMENU POSITION123456789SCRIPTExample: “Our schools are among the highest rated in the school district. Garden View is zoned for Rainbow Elementary, IndianTrails Middle, and Oviedo High School.”Form AS-CRF-1.2Page 6 of 8
ANSWERING SERVICECustomization Request FormPremium Customizations (cont’d)LEASINGFill out only the prompts you’d like to add to the Answering Service.SpecialsMENU POSITION (defines the order in which custom prompts are presented to callers)123456789SCRIPT (what you want to state for this prompt)Example: “We’re currently running our fall move in special. Sign a lease to move in by the end of November and your firstmonth’s rent is free!”ApplicationsMENU POSITION123456789SCRIPTExample: “Applications can be filled out online by visiting www.gardenviewapartments.com, or follow the prompts to leave amessage, and one of our friendly community team members will follow up with you to setup an appointment.”Form AS-CRF-1.2Page 7 of 8
ANSWERING SERVICECustomization Request FormWhat you can customize during a callDuring a SightPlan Answering Service call, there are various prompts that can be customized and branded exclusively for yoursite. The below chart shows the prompts available for customization during a call.CustomizableA resident or prospectcalls your sitePre-recordedPersonalizedWELCOME MESSAGELEASINGINQUIRYMAINTENANCEREQUESTMAIN MENUPROMPTS(Pick and choose what you’d like to present to the TYOFFICEHOURSDIRECTIONSPETSAUTO-DETECTRESIDENT AND UNIT #CATEGORIESPLUMBINGHEATING &COOLINGELECTRICAL SCHOOLSSPECIALSAPPLICATIONSLOCKED OUTForm AS-CRF-1.2OTHER
The initial greeting that will play when Answering Service answers a call. For example, "Thank you for calling Garden View Apartments. A beautiful oasis close to everything." We recommend a message that is less than 25 words. Select only the prompts you'd like to add to the Answering Service. Home Features
