Meet the business where it is
Connect the communication channels and operating tools your team already depends on. Factotem works across them instead of creating another place to check.
Autonomous operations for realty
Every client conversation, carried through.
Factotem gives realty businesses an autonomous workforce for sales, rentals, community schemes, and managed properties. It listens in the channels your team already uses, remembers the full relationship, completes routine work, and brings people in when judgment matters. Built by the team behind Kanban Pro.
The operating problem
The work is connected. The systems are not.
An inquiry becomes a viewing, a document request, a calendar event, a follow-up, and eventually a long-term relationship. Yet the context is often split across inboxes, chats, spreadsheets, and individual memory. Factotem acts as the operating layer between them, keeping routine work moving while your team stays responsible for the decisions that need experience.
Your channels. One memory.
Operations continue after the office closes.
A workforce on hardware you control keeps watch over inquiries, bookings, documents, and open tasks around the clock.
- Slack
- Gmail
- Telegram
- Discord
One continuous operating loop
From first message to finished work.
Listen where work begins
Pick up inquiries, requests, notes, and instructions from the channels your clients and team already use.
Remember the whole relationship
Carry preferences, promises, documents, dates, and prior conversations forward instead of starting from zero.
Complete the routine work
Prepare replies, update records, coordinate calendars, request paperwork, and keep the next action moving.
Escalate with context
When judgment or approval is needed, create a clear handoff for the right person and follow through to completion.
Start focused. Build context.
Fix the dropped threads first. Then see the whole business.
Begin with visible gaps in response, records, handoffs, and follow-through. Each completed workflow adds context that can improve coordination across a branch, portfolio, or group.
First
Operational reliability
- Always acknowledged
Respond while intent is still high.
Acknowledge every inquiry or request, gather the missing detail, and route it without relying on someone watching every inbox.
- One useful record
Capture the work as it happens.
Turn conversations into structured notes, dates, documents, and next actions without asking the team to enter everything twice.
- Clear ownership
Give every exception a destination.
Create an assigned task with the relevant history when a person needs to approve, decide, inspect, negotiate, or intervene.
- Nothing left hanging
Keep the next action alive.
Track open promises, missing information, upcoming dates, and unresolved work until the loop is properly closed.
The same operating layer. A wider field of view.
Then
Operating intelligence
- One operating view
See where work is moving or stuck.
Give leaders a consistent view of response, workload, pipeline movement, service activity, and follow-through.
- Richer context
Make better matches than filters alone.
Use stated needs, trade-offs, prior conversations, and feedback to surface relevant properties, services, or next actions.
- Earlier signals
See where the team needs support.
Surface workload and activity patterns that show where service is slowing or specialist attention is needed.
- Compounding memory
Learn from the work already done.
Use the accumulated operating record to improve playbooks, identify recurring friction, and make future workflows more consistent.
One workforce. Four operating areas.
Start with the part of your realty business that needs momentum.
Each deployment is shaped around the work, rules, and handoffs of a specific operating area, while the underlying memory and control layer stays consistent.
- Inquiry to transfer
Property sales
Keep buyers, sellers, listings, viewings, offers, and compliance steps connected from first contact through aftersales.
- Qualify and route inquiries
- Prepare listings and viewing follow-ups
- Coordinate offer and document milestones
- Inquiry to checkout
Holiday rentals
Match guest requirements, coordinate availability, support booking administration, and keep homeowners informed.
- Match stays to guest requirements
- Coordinate calendars and confirmations
- Prepare booking and accounting handoffs
- Plan to completion
Community schemes
Turn inspections, maintenance plans, compliance dates, and contractor work into a visible operating rhythm.
- Track inspections and recurring plans
- Route maintenance and contractor tasks
- Monitor dates, evidence, and approvals
- Request to resolution
Private property management
Give owners a consistent service layer for property checks, maintenance, supplier coordination, and status updates.
- Triage maintenance requests and images
- Coordinate suppliers and owner approval
- Keep a complete property history
Control without the complexity
Built around how realty teams actually work.
Keep people in command
Set the rules, permissions, and escalation points. Routine work can move autonomously while approvals and sensitive decisions stay with the right person.
Own the operating address
Run on Mac, Windows, or Linux hardware you control, using credentials you hold. Your operational memory remains governed by your business.
Why now
More channels should not mean more dropped threads.
Clients expect clear, timely communication while realty teams coordinate work across more systems, more specialists, and longer customer journeys. Adding another dashboard does not solve that fragmentation. A persistent operating layer can.
Build your first operating loop
Choose one workflow your team should never have to chase again.
We will map the messages, decisions, systems, and handoffs around it, then scope the autonomous employees needed to keep it moving.