Sick agent
An agent calls in sick at 9am. Two viewings are already promised.
FieldFlow re-plans both, explains every choice, and refuses to touch what people already know until you say so.
Live product. Open demo. Founding cohort now onboarding.
For lettings operations teams who can't afford a botched viewing
Your best agent just called in sick. It's 8:47am. Four viewings start in two hours.
FieldFlow re-plans the day before you've finished reading the WhatsApp message, shows you exactly what moves and why, and never touches the VIP viewing you locked. You approve it. It executes. Nobody finds out from a renter standing at a locked door.
The demo is the real product on a demo day, open to anyone, no signup. Click anything. Break the day. Watch it re-plan.
Tom Ferreira calls in sick with two viewings already promised. This is the real product handling it, start to finish, with the founder talking you through every decision. Sound on.
- Built for how London lettings operations actually run, not how a generic scheduling app imagines they run.
- Every re-plan and every route explained in plain language. Never a black box you can't override.
- Access windows, key handovers and building CSVs tracked as a by-product of the work, not a separate admin chore.
- One timeline for phone, email, SMS and WhatsApp. What a renter says at 6pm is what the agent sees at 8am.
Six things that go wrong every week
Your Worst Tuesday, Handled Before Lunch
The exact moments a lettings operation loses a landlord, burns a coordinator or sends an agent to a locked door. Pick one. Watch what FieldFlow does in the seconds after: no improvising, no reconstructing, no inventing.
Every screen is the live product on its demo day, Thursday 3 September, 10:40. The red frame marks the detail that matters. Names and addresses are invented.
Cancellation
A renter cancels an hour before. The slot does not die.
The freed slot goes to the person already waiting for that property, with the right agent, before you finish reading the text.
Missing key
The key is not in the safe. The viewing is in two hours.
Who has it, their number and the deadline sit at the top of the page. Return the key and every alarm it raised switches itself off.
Access
The owner never replied. The agent leaves in 34 minutes.
Every door has its own lead time. FieldFlow chases before the agent is on the pavement and turns the call into a verified access in one click.
Unanswered
A renter asked to move by 15 minutes. Twenty minutes ago.
Her reply landed on the viewing's own timeline, not on somebody's phone. The answer is written. Sending it is one tap. Logging it is automatic.
Live call
The caller is on the line. You have eight seconds to say yes.
Pick the property, tap the hour they asked for, read the words. The right agent is already chosen and the reason is on screen.
The cost of running on spreadsheets and hope
The Morning Your Best Coordinator Nearly Quit
You already know this morning. It has happened more than once.
A missed key costs an afternoon. A blindsided landlord costs the relationship.
None of this shows up as one big failure. It shows up as forty small ones, every week.
- 9:04An agent texts in sick. Four viewings today, one of them a relet on a £7,000-a-month flat in Chelsea. The text lands in his personal WhatsApp. Nobody sees it for eleven minutes.
- 9:15Two viewings are already inside the two-hour window. Your coordinator rings round agents who cannot take a call. One is free, but nobody knows his building needs 24 hours’ notice for a fob. He finds out at the door.
- 11:00The renter cancelled by email, to a different inbox. Nobody tells the agent already driving there. He arrives, nobody comes, forty minutes gone.
- 14:00The landlord calls Sales asking why his tenant said the viewing never happened. He does not shout. He is quiet, and he asks to speak to someone else next time.
- 16:45An agent stands outside a locked door with a viewer who flew in from Dubai. The key was signed out three days ago and never signed back in.
Try it without leaving the page
Break the Day. Watch It Re-plan.
Pick what goes wrong. The screen is the real product, seconds after it happened.
Three ways out, one recommended, every reason written down. Nothing moves until you click.
The freed slot goes to the renter who was already waiting, with the agent who can actually get there. Cost: seven minutes of travel.
Who has it, their number, the deadline. Hold until 11:45 while you call. Return the key and every alarm closes itself.
The Viewing Ledger
One Shared Timeline. Zero Surprises.
One record. Everyone reads it. Nothing goes stale.
Every viewing runs on a Viewing Ledger: one event stream that every screen, message and person reads from. Watch Thursday write itself.
Waiting for the first event
93 Curtain Yard · Thu 3 SeptViewing Ledger
Tue 18:12
Request received phone
Theo Okafor asks for Thursday, 12:00 to 14:00.
Tue 18:12
Planned with Sarah Okonkwo, 12:30
Closest available agent, 1.8 km, inside the requested window, load 6/7.
Tue 18:15
Told whatsapp
Renter and agent messaged, access check scheduled.
Wed 18:40
Key signed out James Whitfield
Front door set, due back Thu 09:30.
Thu 10:25
Disruption reported key cannot be found
Reported by Sarah Okonkwo. Re-plan proposed, waiting for a decision.
Thu 10:40
Key returned to the office
Proposal withdrawn, escalation closed, viewing stands as planned.
…
Everyone told
Same state, same second, for coordinator, agent, renter and landlord.
Five people checking their own watch, or one clock on the wall. Watches drift. A shared clock does not.
The operating layer for every viewing
Six Problems That Currently Live in Your Head and Nowhere Else
Live re-planning
A Plan, Not a Panic
The minimal change that fixes it, explained, and nothing executes without your say-so.
Access & keys
The Agent Never Finds Out at the Door
Four access types, four lead times, one board that flags the problem the day before.
One communication log
One Thread. Every Channel.
Phone, email, SMS and WhatsApp on one timeline per viewing. Nothing vanishes into somebody's phone.
Routing solver
A Better Route, and You See Why
Real TfL journey times, minutes saved shown stop by stop, never a black box.
Data integrity
Your CRM Stops Lying to You
Duplicates caught before the record exists, stale details flagged, validation at the moment of write.
Early warning
See It Whilst You Can Still Fix It
What is about to go wrong, not what already did. Every escalation has an owner and a due time.
Also in the box: a mobile view for the agent on the kerb with one-tap "running late", coordinator scripts for phone, SMS, WhatsApp and email generated from the live ledger (English with Italian gloss), a Sales capacity check before a promise is made, and CSV import for requests, agents and access windows.
Marco Castellano
Operations coordinator. Built FieldFlow. Runs every demo and every onboarding himself.
One shared state. Every decision explained. Nothing changed behind anyone’s back. That rule comes from years coordinating people and vehicles in real time, then ambulance transport in Sardinia. FieldFlow is that rule, built for a London lettings day.
Read the full story+
- Where I learned itAn availability and on-call system that took a 57-person team from 82 to 100 out of 100 on coverage, then ambulance transport, where a missed handover is not an inconvenience.
- What I builtFieldFlow, in London, to run a lettings day the way that work taught me it should run: a routing solver, a re-planning engine, one ledger, real messaging adapters.
- How I workI onboard each agency myself, map its access rules and key register by hand, and answer the phone. That is why the founding cohort is small.
Judge it on what it does
This Is Not A Pitch Deck
Built by an operations coordinator. Running today. No logos, on purpose.
One thing to say plainly, once. FieldFlow has not yet run inside a paying agency’s day. There are no client logos on this page because I will not invent them. What there is instead: the product, running, in front of you, on your own scenario. If it does not hold up under your scrutiny, I would rather you tell me in the demo than discover it six months in.
Why every screen exists+
Most software is sold as a roadmap dressed up as a product. FieldFlow runs a full day of viewings end to end, right now, on real routing logic, real access rules, real re-planning under pressure. When you see the engine handle a sick agent, you are watching it happen, not watching someone describe what it would do.
It was not built from a scheduling template with a lettings logo stuck on top. Every screen exists because a specific operational failure exists: the four access types with four lead times, the WhatsApp thread a key handover gets lost in, the moment Sales promises a slot Operations cannot cover.
139automated tests on the rules that matter
32event types in an append-only ledger, never rewritten
4access types, each with its own lead time
1timeline everyone reads, coordinator to landlord
The founding offer
We Are Not Selling Software. We Are Choosing The First Agencies.
Personal onboarding caps the cohort. The rate is frozen for life.
- Onboarded personally, by the person who built it: your access types, zones, key register and group chats mapped into the ledger by hand.
- Rate agreed on the call, then frozen for life. No setup fee, no renewal creep, no “legacy plan” email in eighteen months.
- When the calendar is full, the cohort closes. Later agencies join a waitlist at whatever the rate is by then. No countdown clock, no “three spots left” banner.
A botched viewing at a premium listing does not cost you an afternoon. It costs the landlord relationship you spent three years building. The agencies who join now fix that with a rate that never goes up and a person who answers when they call.
Founding access
One cohort. Onboarded personally. Rate frozen for life.
Founding rate: agreed on your demo call, then fixed for the life of your account.Priced per field agent per month against your viewing volume. No setup fee, no renewal creep, no "legacy plan" email in eighteen months.
- Your rate, locked for life. Whatever the founding price is when you join is the price you pay for as long as you stay.
- Direct line to the builder. When something needs to change, you tell the person who can change it, today.
- A seat at the roadmap table. Feature priority follows the cohort's real operational pain, not a generic backlog.
- Onboarding built around your agency. Mapped by hand, not by a self-serve wizard.
- You see it before you commit. A private demo on your own patch, with your own scenario, first.
Thirty minutes, your scenario, live in the system. Founding terms are agreed on that call. No payment details, no contract, nothing to sign before you have seen it work.
Before you ask
Straight Answers. No Sales Deck.
The five reasons agencies give for not doing this, then the practical questions. Taken one at a time.
"We already have a system."+
A spreadsheet is not a system. A WhatsApp group is not a system. A system does not need someone to remember to update it, does not go silent at 7pm, and does not lose the one message that mattered under forty that didn't. What you have is a leak, and it has leaked for so long you have mistaken the drip for normal. FieldFlow is not a replacement for effort. It is what makes the effort you already spend actually count: one state, everyone sees it, the moment it changes.
"Our agents will not adopt new software."+
They are right to be sceptical. Most operations software is built by people who have never stood outside a locked door in the rain with three missed calls. FieldFlow was built for the field first: one screen, today's route, the access state of every stop, travel times that update as the day moves, and "running late" in one tap. Adoption fails when software asks agents to do more work to make management's life easier. Here the agent's day gets shorter, not longer. That is the only pitch that has ever worked on a field team.
"We are too small for this."+
Wrong direction. A fifty-agent operation can absorb a dropped ball: someone covers, someone apologises, the mass keeps the machine turning. At your size one missed viewing is not a rounding error, it is a landlord who was deciding whether to trust an independent over a corporate, and you just handed him the answer. The smaller the team, the more expensive a single mistake and the less margin to catch it. That is the entire argument against spreadsheets, not for them.
"Is our data safe? What about our existing CRM?"+
FieldFlow sits alongside your CRM, it does not replace it. Every record is validated the moment it is written; duplicates are caught before they are created; stale data is flagged instead of rotting. Every decision the engine makes comes with a plain-language reason your coordinator can see, question and override. Hosting and data-handling specifics are covered on the call, matched to your requirements. What it is not, yet, is a ten-year-old vendor with a compliance binder. Go in with eyes open.
"We do not have time to switch systems right now."+
You are not migrating away from anything: FieldFlow runs alongside what you have from day one. Onboarding is done with you, on your actual operation, not handed to a ticket queue. And work out what the current chaos costs you this month: the hours chasing four channels for one answer, the double-booked viewing, the agent at a locked door because nobody checked the lead time. You are paying for it daily. You have just never itemised the bill.
What actually happens in a private demo?+
Thirty minutes, live in the system, on your worst Tuesday: a re-plan after a cancellation, the access board catching a problem before an agent leaves, the routing solver explaining its own stop order. No slides, no script. If FieldFlow cannot do something you ask for, you will hear "it can't do that yet", not a dodge. Founding terms are agreed on the same call if you want them.
What does it cost?+
A fixed monthly fee per field agent, sized to your viewing volume, agreed on the demo call and frozen for the life of your account. No setup fee. There is no public self-serve price yet because there is no self-serve product yet: founding agencies are onboarded by hand, and the rate reflects that they are first.
How long does onboarding take?+
Your access types, zones and key register mapped, your building access windows imported from CSV, your coordinators set up with their scripts, your team live on the platform, with the person who built it watching it happen. Typically days, not quarters. It is hands-on, which is exactly why founding spots are capped.
What happens once founding access closes?+
The founding rate closes with it. Agencies who join later are onboarded through a different process, at a different price, whenever that stage exists. There is no guarantee it opens again on the same terms. That is not a pressure tactic, it is capacity.
Founding access, not a free trial
Every Missed Viewing Is a Relationship You Don't Get Back.
Your best agent just called in sick and your coordinator is opening four WhatsApp threads to work out who tells the landlord. That is not a systems problem. That is a today problem. FieldFlow already solved it, live, for a small number of agencies willing to be first.
Not ready for a call? Open the live demo and break the day yourself ↗