Why the emails are still being copied by hand
Most shops did not choose to key orders by hand. They had an email import tool on an older system and lost it when they moved to Aryeo or Spiro; or they tried the platform’s own import for months and gave up; or they tried an AI tool that filled the form nine times out of ten and could not say which time was the tenth. So someone sits with the inbox open and copies: address, square footage, access notes, agent, package, time, submit.
It is about five minutes an order when nothing is unusual. The cost is not the minutes. It is that the person doing it is the same person answering the phone, and that the misses — wrong form, wrong agent, wrong time — surface as customer calls.
Option one: an email parser
A parser lines the email’s fields up with the form’s fields. When the email is always the same shape it works like clockwork. Concierge emails are not always the same shape: the square footage is blank, the lockbox code is in a sentence, the notes ask for things. And when the platform changes the form, the parser does not know. If you go this way, plan for the person who checks its output every morning.
Option two: a generic automation tool
Tools that read an email and click through a website can fill an order form. Two things they do badly: choosing the right order form for the office and region, which on Aryeo is a dropdown that defaults to the wrong one, and confirming the order exists afterwards. They also tend to guess when a field is missing, which is exactly when you want them to stop.
Option three: a module that drives the form and verifies
The approach that holds up is to do what a good admin does, by rule, every time: open the concierge form for that office and region; fill address, square footage, access notes and lockbox code; find the agent by email, never by name; add the package and the selections mapped for that office; book the nearest open slot inside the requested window, in the right time zone; submit with no payment step; mark an order done only when Aryeo confirms it with an order number.
Everything it cannot do by rule — new agent, no slot in the window, an unreadable field, a form that changed — it holds, labels the email, and tells the team why. The person handles the exception, not the whole day.
What to ask before you buy any of them
Whichever route, ask the same four questions. When it is not sure, does it stop or guess? Where does a held order show up, and who is told? What happens the morning Aryeo or Spiro changes the form? And what access does it need — a team-member login you can revoke, or your owner login?
- Stops or guesses: the only acceptable answer is stops.
- Where it is marked: a label on the email, a ticket, or an email to the team — you should be able to say which.
- Platform changes: it should hold orders and tell you; the fix should have a named owner.
- Access: a team-member login on the platform and read access to the order mailbox, nothing more.