Wexmoor Property Group / BB-Demo – Check In
Callcompleted
Wexmoor Property Group: documents · 2026-06-05 14:45
Dana Whitaker reports sharply higher use of the brain, no tickets and no friction. Around eight of forty Growth users are active. She wants engineering and receivables invited. Renewal on 2 Feb 2027 is a long way off.
What was said
What this says
Current to 11 Oct 26Dana Whitaker reports sharply higher use of the brain, no tickets and no friction. Around eight of forty Growth users are active. She wants engineering and receivables invited. Renewal on 2 Feb 2027 is a long way off.
What happened: Elena Novak held a check-in with Dana Whitaker, VP Operations, on 5 Jun 2026. Usage is up, there were no tickets in thirty days, and the account is invoiced as contracted.
Customer view: Dana says the brain replaced three systems and a spreadsheet for tenant, call and service contract questions. She also called the call history a surprise benefit for renewals.
Commercial: Around eight of forty Growth seats are active. Dana named building engineering and accounts receivable as uninvited teams, and said she will want to discuss whether forty seats is right at renewal.
Watch: Dana asks a large share of the questions, so the brain leans on one champion. She also said a change to how service contract renewals are logged may come later in the year, which could break a connector.
Themes
Current to 9 Oct 26Theme
Usage growth, headroom, champion
Importance
praise
Sentiment
positive
Voice
champion
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Elena Novak to send a written summary and propose onboarding slots for engineering and receivables.
- Dana Whitaker to send the list of names to invite by the end of the week.
- Elena Novak to hold a working session on Dana's dashboard before the quarterly review.
Risks
Current to 9 Oct 26- Dana asks a large share of the questions, so the account depends on one champion.
- A planned change to how service contract renewals are logged could stop a connector loading.
- Only around eight of forty Growth seats are active, so value may be questioned at renewal.
Opportunities
Current to 9 Oct 26- Invite building engineering and accounts receivable to use the brain, filling unused Growth seats.
- Dana wants to discuss whether forty seats is right and whether to add teams at the 2 Feb 2027 renewal.
Transcript
Elena Novak NoneHello Dana, can you hear me all right?
Dana Whitaker NoneHi Elena, yes, loud and clear. Can you hear me? I've got a new headset on, so shout if it sounds odd.- Elena Novak NoneYou sound fine. Good afternoon, and thank you for making the time. How has your week been?
- Dana Whitaker NoneBusy, but the good kind. We've had a run of lease renewals across the office portfolio and everyone's been on the phone since Monday. It's finally quiet enough that I can look at a screen.
- Elena Novak NoneThat is good to hear, and it links nicely to what I wanted to cover. As I wrote in my email, I have three items for today. To confirm, the first is usage over the last quarter, the second is any tickets or connector issues, and the third is what you would like to do with the brain over the coming months. Does that still suit you?
- Dana Whitaker NoneThat's perfect. I've got maybe twenty minutes before my next thing, so we're fine.
- Elena Novak NoneGood. Then let me start with usage, because the picture is very encouraging. Over the last quarter your active users have grown to almost three times what they were in the quarter before. On a typical day it is around eight people asking questions, and the number keeps climbing week on week.
- Dana Whitaker NoneYeah, that matches what I'm seeing. It started with me and two of my property managers, and then the word got round. Someone in the lease team asked what the brain thing was, and now they're in there every morning before their first call.
- Elena Novak NoneMay I ask what they are asking it? I like to understand the use, not only the count.
- Dana Whitaker NoneMostly it's tenant stuff. Which tenants have raised repeat tickets before a lease comes up, what was said on the last renewal call, which service contracts are about to lapse on a building. Before, that was three different systems and a spreadsheet that one person kept up to date, when they had time.
- Elena Novak NoneThat is precisely the purpose, to have the tickets, the calls and the service contracts in one place. I will make sure that this example goes into our notes, because it is a very clear statement of value.
- Dana Whitaker NoneAnd the call side is the surprise. I didn't expect it to be useful for renewals, but the notes from old calls turn up when I ask about a tenant. I used to have to remember who said what, and I never did.
- Elena Novak NoneThat is a good use of it. It also means the history stays with the company when people change roles.
- Dana Whitaker NoneUse it, by all means. Tyler will like it too. He always wants the bottom line, and that's the bottom line.
- Elena Novak NoneJordan Pike also asked me to pass on his thanks, by the way. He does not join today, but he follows the account closely.
- Dana Whitaker NoneTell him thanks. Genuinely.
- Elena Novak NoneOne more observation on usage, and please do not take it as criticism. You personally ask a large share of the questions. That is natural for a champion, but I would like it to spread, so that the brain does not depend on one person.
- Dana Whitaker NoneHa, fair. I'm the loudest user, I know. Which is another reason to get the engineering people in.
- Elena Novak NoneWe will come to that. First, tickets. In the last thirty days you raised none at all, and there are no high priority items open. Is that how it feels on your side, or have you been working around something without telling us?
- Dana Whitaker NoneNo, honestly, it's been quiet. If something broke I'd say so, you know me. The nightly refresh has been there when we start, and the numbers have lined up with what the team sees in the CRM.
- Elena Novak NoneThank you, that is helpful to hear directly. And to confirm, nothing on the connectors? No source that has changed on your side, a new system, a migration, anything like that?
- Dana Whitaker NoneHmm. Not that I know of. We've been talking about changing how we log service contract renewals, but that's a conversation for later in the year, and I'd tell you first.
- Elena Novak NonePlease do. A change in a source system is the most common reason a connector stops loading, and it is much easier to plan for than to repair. I will note it as a point to watch.
- Dana Whitaker NoneNoted, I'll flag it.
- Elena Novak NoneNow headroom. You are licensed for forty users on the Growth tier, and today around eight are active. That is a lot of unused room, and I think it is an opportunity rather than a problem. Is there a team that would benefit that has not yet been invited?
- Dana Whitaker NoneYes, definitely. Leasing is mostly in, but the building engineering folks aren't, and neither is the accounts receivable side. Engineering raise most of the service contract queries, honestly, so they'd get the most out of it.
- Elena Novak NoneThen my suggestion is a short onboarding session for them, run by us, with questions drawn from their own work. I can set that up from Amsterdam, and I will propose two or three slots in the written summary. Would you want to be on the session yourself?
- Dana Whitaker NoneI'd like to be on for the first ten minutes, set the scene, then let them get on with it. Would it need an admin on our side?
- Elena Novak NoneOnly to confirm which people to invite. If you send me the names after the call, I will make sure that the invitations go out the same day.
- Dana Whitaker NoneFine. I'll get you the list by the end of the week.
- Elena Novak NoneThank you. Dashboards: have any of your people tried the dashboards builder yet? It is included in your tier, and several customers like having a single operations view.
- Dana Whitaker NoneA couple of us have played with it. I built one that shows tenant tickets by building next to lease expiries. It's rough. Could someone look at it with me?
- Elena Novak NoneOf course. I will add that to the actions, a short working session on the dashboard, so that it is something you could show Tyler at the review.
- Dana Whitaker NoneYes please. He doesn't want to read pages of anything. He wants one picture and a sentence.
- Elena Novak NoneUnderstood. Which brings me to the review. The quarterly business review is booked for later this month, and I understand Tyler will attend. Is there anything he should hear that he has not yet?
- Dana Whitaker NoneI'd lead with the usage jump and the lease renewal example. And the fact that we've had no drama. He likes no drama.
- Elena Novak NoneThat is easy to do. Also, to confirm, the contract runs to 1 Feb 2027 and the renewal date is 2 Feb 2027, so we have plenty of time. I only mention it so that nobody is surprised later. I will bring it up properly at the review.
- Dana Whitaker NoneThat's fine, it feels a long way off, which is a nice position to be in. We'll want to talk about whether the forty seats are still right, and whether we add teams.
- Elena Novak NoneYes. At this stage I would not change anything. I would watch adoption for another quarter and then propose a sensible shape for the renewal, based on actual use.
- Dana Whitaker NoneSensible. What's the arrangement on price, just so I have it? Tyler will ask me.
- Elena Novak NoneYour contracted annual amount is £50,000, and that matches what has been invoiced. There are no overdue invoices on the account. I would not expect any surprise on that side.
- Dana Whitaker NoneGood. Our finance team would've told me otherwise.
- Elena Novak NoneQuite. Let me read back the actions so they are written down. One, I send a written summary today with this list. Two, you send me the names of the engineering and receivables people for onboarding. Three, I propose slots for the onboarding session. Four, we hold a short working session on your dashboard before the review. Five, you tell me early if any source system is going to change. Is that complete?
- Dana Whitaker NoneThat's everything I've got. Maybe note that I want leasing to ask more about expiries, but that can wait.
- Elena Novak NoneI will add it as a note, not an action. Is there anything else you wanted to raise?
- Dana Whitaker NoneNo, I'm good. Honestly, this has been useful. It's rare that a vendor call is about what we're getting out of it.
- Elena Novak NoneThank you, that is kind. Then I will let you get back to your afternoon. Kind regards, Dana, and speak soon.
- Dana Whitaker NoneCheers Elena, bye.
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