Ludworth Lettings / BG-Demo – Onboarding
Callcompleted
Ludworth Lettings · 22 May 2026 09:00
Onboarding call. Lettings and accounting systems are loading. The repairs system gives only file exports, so repairs will run a day behind. Amy Royle is the sole admin, and repeat tickets is the agreed success check.
What was said
What this says
As at Fri 9 Oct 2026Onboarding call. Lettings and accounting systems are loading. The repairs system gives only file exports, so repairs will run a day behind. Amy Royle is the sole admin, and repeat tickets is the agreed success check.
What happened: Ollie reported the lettings system loading and the accounting system connected, with a slower first load. The repairs system only exports files, so a scheduled nightly export will be loaded and repairs will run about a day behind.
Customer view: Kerry accepted the delay and wants Monday morning data to be current. Her priority is catching repeat tickets so repairs are fixed before tenants complain twice.
Commercial: Ollie will make repeat tickets the handover success check. That gives a clear value test ahead of the first check-in.
Watch: Amy is the only person who changes the export, and column changes would break it quietly. The IT colleague backup is not yet confirmed.
Themes
As at Fri 9 Oct 2026Theme
Onboarding connector progress
Importance
neutral
Sentiment
positive
Voice
champion
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Amy to set up the overnight repairs export this week and ask her IT colleague to be backup.
- Ollie to send the export format and the landlord matching list, and schedule the first group walkthrough.
- Marcus to pick up the check-in after go-live.
Risks
As at Fri 9 Oct 2026- Amy Royle is the only person who changes the repairs export, and the IT backup is not yet confirmed.
- Repairs data will run about a day behind, and a column name change would break the load quietly.
- Kerry Bramall is stretched by the repairs backlog and dropped off early, which may limit her checking of first results.
Opportunities
As at Fri 9 Oct 2026- Repeat tickets as the handover success check gives a clear value case for Kerry.
- A small first group then wider rollout across fifteen licensed users can build adoption.
Transcript
Ollie PearsonMorning both. Can you hear me okay?
Amy RoyleMorning, yes, all fine. Kerry's just coming.
Kerry BramallHere, sorry, I'm here. Morning. Right, quick one from me before anything else: we've got a repairs backlog that's frankly ridiculous this week, so if I drop off, that's why.- Ollie PearsonUnderstood. We'll be quick on your parts. Let me share my screen. What I want to do today is show where the connectors have got to, check the landlord matching, and agree who gets invited first.
- Amy RoyleGood. I did get the IT access sorted, by the way. He gave me what you asked for.
- Ollie PearsonYes, thank you, that made it much easier. So here's the status. The lettings system is connected and loading. Records are coming through, and the properties look right on a first pass. The accounting system is connected and the statements are loading, though that's slower.
- Kerry BramallSlower how? Like, hours?
- Ollie PearsonThe first load is the heavy one. After that it's a nightly refresh, finished by seven in the morning on business days, so you'll have the previous day's data when you sit down.
- Kerry BramallGood. That's what I need, honestly. Monday morning, everything current.
- Amy RoyleThe repairs system is the bit I'm worried about. I looked, and it only does file exports, nothing live.
- Ollie PearsonRight, so that's what we expected. Here's what I'd suggest. We take a scheduled export, drop it somewhere we can pick it up, and load it each night. It's not as slick as a live connection, but it does the job for what Kerry wants.
- Kerry BramallDoes it mean repairs are a day behind?
- Ollie PearsonRoughly, yes. A ticket raised this morning would show tomorrow. For reviewing a landlord's history, that's fine. For chasing a contractor right now, you'd still use the repairs system itself.
- Kerry BramallYeah, that's fine. Let's not overcomplicate it. Which property is that going to catch out, though? New tickets from today?
- Amy RoyleOnly if someone asks about it the same day. I'll tell the team.
- Ollie PearsonOkay, so Amy, you'd set up the export to run overnight. I'll send you the exact format and where it should land. Mm, if the column names change one day, it'll break quietly, so please tell me before you touch the repairs system's settings.
- Amy RoyleNoted. I'm the only one who changes it anyway.
- Ollie PearsonThat's useful to know, and worth saying: it's a lot resting on one admin. Is there anyone who could cover if you're off?
- Amy RoyleMy colleague in IT, in theory. I can ask him to be the backup.
- Kerry BramallDo that. Please.
- Ollie PearsonNow landlord matching. I ran it across the three sources and most matched on the landlord reference. A small group didn't. I'll show you a handful.
- Kerry BramallOh, that one's the same family, they have two names on the statements. Has the landlord been told they're showing as two? Because they'd hate that.
- Amy RoyleThey won't see it, this is internal. But I can merge those. Two of the others are definitely duplicates too.
- Ollie PearsonGood. Amy, I'll send you the list as a sheet, you mark each one same or different, and I'll apply it. Kerry, anything that looks like a mistake from your side, just shout.
- Kerry BramallWill do. Honestly I'd rather you asked than guessed.
- Ollie PearsonNext, people. You've got fifteen licensed users. Who should we invite first, so the first week isn't chaotic?
- Kerry BramallMe, Amy, and two of the property managers who aren't scared of new things. Then the coordinators once I've seen it work.
- Ollie PearsonThat's sensible. A small group first, then widen out. I'll run a short walkthrough with the first group so they know what to ask: pages for each landlord, chat, and search.
- Amy RoyleWhat sort of thing should people ask it?
- Ollie PearsonStart with the ones you do by hand now. Which repairs are open for this landlord, what was last month's statement, which properties have repeat tickets. If the answer comes back wrong, tell us, because that usually means a mapping issue we can fix.
- Kerry BramallRepeat tickets. Yes. That's the one. Repairs fixed before tenants complain twice.
- Ollie PearsonThen we'll make that the first thing we test together. I'll write it down as the success check for handover.
- Kerry BramallFine by me. Sorry, I'm going to have to dash soon.
- Ollie PearsonQuick recap then. Amy: set up the overnight repairs export, send the matching sheet back, ask your IT colleague to be backup. Me: send the export format, send the matching list, schedule the walkthrough for the first group. Marcus will pick up the check-in after go-live.
- Amy RoyleGood. I'll do the export this week.
- Kerry BramallThanks both, really. Speak soon.
- Ollie PearsonCheers, bye both.
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