askporter Operations — Outreach

Outbound communication, automated. From compliance campaigns to post-job surveys.

Your team runs compliance chases, notifies occupants about planned works, and coordinates client satisfaction surveys. askporter Outreach runs every one of those programmes automatically across SMS, WhatsApp, email and web.

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The work that never makes the schedule

Chasing is work. It just isn't on the rota.

Every FM operation runs on outbound admin that never appears on a work order. Someone chases contractors for insurance certificates, RAMS and compliance attestations. Someone sends fire drill notices, access audit reminders and planned works alerts. Someone builds the quarterly survey in a spreadsheet and chases responses for three weeks. It is invisible work — but at portfolio scale it consumes real back-office hours.

Outcomes

Four measures that matter to the team running the programmes.

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Increase response rates

Multi-channel, no friction Messages go out on the channels people already use — SMS, email, WhatsApp and web. No app to download, no portal to log into. When reaching people is easier, more of them respond.

Multi-channel, no friction

Get the data you need

Natural language in, structured data out Customers reply in plain language — askporter turns those responses into clean, structured records against the right task, property or contact. No forms to design, no manual transcription.

Natural language in, structured data out

Improve engagement

Relevant to every recipient Messages are personalised by event, service type and location — and sent in the recipient's language. The right message, to the right person, at the right moment gets read. Generic broadcasts don't.

Relevant to every recipient

Audit-ready by default

Everything logged, nothing lost Every message sent, every response received, every action taken is timestamped and stored automatically. When a QBR, renewal, audit or tender requires proof of service, it's already there.

Everything logged, nothing lost

What Outreach does

How it fits in with other askporter modules

Outreach is the outbound engine of askporter Operations. Where Task Raising captures issues coming in, Outreach runs the programmes you push out — planned works notices, compliance campaigns, contractor document requests, occupant surveys, satisfaction measurement. Driven by events, schedules or on demand.

A building occupant receiving a proactive askporter message about an underperforming heating system, responding to schedule a boiler service appointment for the following Tuesday between 9 and 12.

How it works

Each programme is configured once and runs end-to-end: it sends through the channel the recipient already uses, captures natural-language responses, and feeds every reply back as structured data. Programmes can stand alone as your first askporter deployment, or layer on top of Task Raising and Control & Management so every response closes a loop in your live operations.

What you can run with it

Planned Maintenance Notices

Automated outreach to occupants ahead of scheduled works — with response and rescheduling capability built into every notice.

Compliance and Safety Outreach

Custom event-driven campaigns for fire safety, access audits and other regulatory requirements — every send logged in a full audit trail.

Client Satisfaction Surveys

Automated periodic satisfaction surveys across preferred channels — natural-language responses captured, no portal required.

Step-by-step execution

How a programme runs from start to finish

Configure the programme

You define the trigger, the audience, the cadence, the channels and the response capture rules. One-time setup; runs until you turn it off.

Outreach sends automatically

At the trigger point — a scheduled works date, a certificate expiry window, a contract review cycle, a compliance deadline — the programme sends via WhatsApp, email or web.

Recipients respond naturally

Occupants tap a reschedule button. Contractors upload a certificate. Clients rate the service in a sentence or two. No portal, no app, no login for the recipient.

Responses captured as structured data

Natural-language replies are parsed into structured fields — reschedule requests, document uploads, survey scores, compliance confirmations — ready to query and act on.

Exceptions surfaced for your team

Non-responders flagged. Missed deadlines highlighted. Compliance gaps visible — before they become audit findings or renewal risks.

Audit trail ready on demand

Every send, every response, every escalation is logged. Ready for QBRs, renewals, audits or tender responses without any manual report-building.

Business impact

Four manual processes Outreach replaces on the first day you switch it on.

Automated compliance

The insurance certificate that expired last Tuesday

Fifty contractors across your portfolio each have three or four documents with rolling expiry dates — insurance, RAMS, method statements, safeguarding certificates. Outreach runs a standing programme: at 30, 14 and 7 days before expiry, each contractor gets an automated WhatsApp or email prompt with the exact document requested. Uploads land straight on the platform. Non-responders flagged — before the site manager gets a phone call from the client.

Portfolio-wide feedback, no spereadsheets

The annual occupant survey — across 2,400 units, in two weeks

An occupant survey goes to every unit in the portfolio on day one. Responses come back on the channel each household prefers — WhatsApp for most, email for some, web for a few. Natural-language answers are parsed and structured automatically. Two weeks later, your client has a response rate that used to take a full team a full quarter to reach. Any issues raised go straight into the platform — tasked, assigned and actioned without leaving askporter.

Zero surprise complaints

The water outage that didn't hit the switchboard

A planned isolation across twelve floors. Every affected occupant gets a WhatsApp the evening before with the time window and a contact if they have a medical need. Monday morning: zero calls, two exceptions already flagged and handled.

Proactive tenant communication

The temperature alert that never became a complaint

A sensor flags an above-threshold reading in a commercial unit during the day. Outreach automatically checks in with the affected tenant — no one has to spot it on a dashboard first. The issue is acknowledged, logged and in the audit trail. The client finds out from a proactive update, not a complaint.

A tool for operator

Not a mail-merge tool.
Not a marketing platform.
Built for building operations.

Illustration contrasting targeted programmes with mass messaging blasts

Programmes, not blasts.

Outreach programmes are configured once, priced per programme, and run until you turn them off. Each programme — compliance, survey, planned works, contractor chase — has its own trigger, audience and response logic. Not marketing automation. Not a mail-merge. A programme engine that matches how outbound work actually behaves in FM: sporadic, bespoke, repeatable.

Responses come back as data, not messages.

Every natural-language reply is parsed into a structured format — a reschedule date, an attached certificate, a survey score, a compliance confirmation. Your team works from a clean dataset, not an email thread that somebody has to read through and transcribe.

Illustration contrasting structured data with unstructured messages

Illustration representing the outbound side of a communication workflow

The outbound side of the same platform.

Outreach uses the same omnichannel engine as the rest of askporter Operations — WhatsApp, email, web. When you need to notify occupants about planned maintenance, that message goes out through the same platform your team already uses for Task Raising and Control & Management. One platform, both directions.

Start outbound, or sit on top of inbound.

Outreach works as your first askporter deployment — a standalone compliance programme or survey campaign, live in weeks. Or it layers on top of live Task Raising and Control & Management so every outbound response becomes a data point in your existing operations data. Same product, two entry points.

Illustration comparing inbound and outbound task handling

Ready to take outbound off your team's desk?

A 30-minute demo. We walk through three programme types you are likely already running — a compliance chase, a planned works notice, an occupant survey — on the real product. You leave with a clear view on whether Outreach fits your portfolio, which programme to start with, and at what scope.

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