Wexmoor Property Group / BB-Demo – Qbr
Callcompleted
Wexmoor Property Group: documents · 2026-06-29 14:30
Quarterly review with COO Tyler Brooks and Dana Whitaker. Tyler asked why only eight of forty seats are used, accepted the headroom answer, and called the review good. Dana wants seats and teams considered at renewal.
What was said
What this says
Current to 11 Oct 26Quarterly review with COO Tyler Brooks and Dana Whitaker. Tyler asked why only eight of forty seats are used, accepted the headroom answer, and called the review good. Dana wants seats and teams considered at renewal.
What happened: At the 29 Jun 2026 QBR, Tyler Brooks pressed on whether the brain is working and whether the unused seats are waste. He accepted the trend and headroom answer and said it is working.
Customer view: Dana said the brain saves half a day of preparation before lease renewals. Without it they would go back to the spreadsheet and the corridor.
Commercial: Growth at £50,000 a year was confirmed against invoices, with renewal on 2 Feb 2027. Dana wants forty seats and extra teams reviewed, and Tyler wants no surprises.
Watch: Dana still asks a large share of the questions. She also worried that a stale answer would turn engineering against the brain.
Themes
Current to 9 Oct 26Theme
QBR value and renewal shape
Importance
renewal
Sentiment
positive
Voice
decision-maker
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Elena Novak to send the written summary this week with ticket history, response times and refresh status.
- Elena Novak and Dana Whitaker to prepare a one-page monthly summary for Tyler on questions asked and who asks.
- Elena Novak to bring the renewal discussion with usage evidence to the next review, with Jordan Pike joining.
Risks
Current to 9 Oct 26- Tyler questioned paying for forty seats with around eight active, so a value case is needed before renewal.
- Dana still asks a large share of the questions and the account has no second administrator.
- Stale answers could turn new engineering users against the brain.
Opportunities
Current to 9 Oct 26- Dana wants forty seats and adding teams considered properly at the 2 Feb 2027 renewal.
- Engineering onboarding in the coming weeks, with receivables to follow, could lift usage and justify the seats.
Transcript
Elena Novak NoneHello Dana, hello Tyler. Can you both hear me all right?
Dana Whitaker NoneHi Elena. Yes, loud and clear. Tyler's just dialling in, I can see him in the waiting room, so let me let him through. How are you? Is it still raining in Amsterdam?- Elena Novak NoneIt is, a little, but I have a coffee and a good view of the canal, so I cannot complain. Thank you for asking.
Tyler Brooks NoneHere, here. Sorry, back to back all day. Quick check on time: are we on for the full hour? I can give you most of it, but let's keep it moving.- Elena Novak NoneGood afternoon, Tyler, and thank you for joining. We are booked for just over the hour, and I will keep it tight. To confirm the agenda I emailed: first, usage and value over the quarter. Second, support. Third, adoption, and who else should be using the brain. Fourth, the contract and the renewal. Dana, is there anything you would like to add?
- Dana Whitaker NoneOnly a small request at the end, about how Tyler sees the numbers. Otherwise that's all fine.
- Tyler Brooks NoneGood. Lead with the bottom line. Is it working?
- Elena Novak NoneYes. In short, more people are using it, they are asking more questions, support has been quiet, and you are invoiced exactly as contracted. Let me share my screen and show you the detail, and please stop me whenever something is unclear. It will take me a moment to find the right page.
- Tyler Brooks NoneLove it. Go ahead.
- Elena Novak NoneOne moment while I find the page. Right. Can you see the usage view now?
- Dana Whitaker NoneYes, we see it, nice and big.
- Elena Novak NoneThank you. So, the headline. Across the last thirty days the average number of active users is around eight per day. Compared with the previous quarter, that is up by three quarters. You are licensed for forty users on Growth, so there is room. More important than the number is the shape. Questions asked have risen month on month, and the spread of people asking is wider than it was earlier in the year, which is the direction we want.
- Tyler Brooks NoneEight out of forty. Is that bad? Because from here it sounds like I'm paying for a full house and getting a fifth of it.
- Elena Novak NoneIt is a fair question, and I would answer it in two parts. First, the trend matters more than the level, and the trend is strongly upward. Second, the unused seats are headroom rather than waste. Anyone you add within the forty costs you nothing further, so the question is how quickly the right people come in, not whether you are overpaying for what you have today.
- Tyler Brooks NoneOkay. So who are the right people? Dana, that's you.
- Dana Whitaker NoneYeah. So right now it's me, the property managers on the office portfolio, and the lease team. The engineering group, the ones who look after building service contracts, have just started coming in, a few of them. They ask the most practical questions. Which contracts expire on which building, who the supplier contact is, whether a tenant complained about the last service visit.
- Elena Novak NoneThat fits the purpose you bought it for, which, as agreed at the start, was to see tenant tickets, lease-renewal calls and service contracts together. Dana, would you say it is doing that?
- Dana Whitaker NoneYes, honestly, more than I expected. Last month I went into a couple of lease renewal conversations and I already knew what the tenant had raised over the previous year, what was said on the last call, and whether the service contract for their floor was due. Before, I'd have spent half a day pulling that together, or just gone in without it.
- Tyler Brooks NoneThat's the bottom line, then. We walk in knowing what they know, and we don't lose a tenant over something we already had on file.
- Dana Whitaker NoneExactly that.
- Tyler Brooks NoneWhat would we be doing if we didn't have it? Honestly. Say it was switched off tomorrow.
- Dana Whitaker NoneBack to the spreadsheet, and to asking each other in the corridor. Which works until someone's on leave, and then it doesn't.
- Tyler Brooks NoneRight. So it's a safety net as well as a time saver.
- Elena Novak NoneMay I add one observation about concentration? Dana still asks a large share of the questions. That is normal for a champion, but it is a risk if she is away or her role changes. The wider team asking is the best protection, and it is what I would like to see grow.
- Tyler Brooks NoneDana's not going anywhere. But fine, spread it around. Dana, you decide who. I'll back you.
- Dana Whitaker NoneI'll put a plan together, I've got names in mind.
- Elena Novak NoneThank you. Now support. In the last thirty days there were two tickets, and one of them was marked high priority. I do not want to quote the timeline from memory, because I prefer to be exact, so I will include the ticket history and the response times in the written summary. Dana, from your side, how did it feel?
- Dana Whitaker NoneFine, honestly. One of them held us up for a bit, I think, but somebody picked it up quickly and it was sorted. Nobody on my team complained to me, and they would.
- Tyler Brooks NoneNo fire, then. Good. I don't need the detail on tickets. Just tell me if there's a fire.
- Elena Novak NoneUnderstood. There is no fire, and there are no overdue invoices either, which I mention only so that you have the whole picture.
- Tyler Brooks NoneInvoices I don't touch, that's our finance team. But nothing overdue is what I like to hear.
- Elena Novak NoneThen let me move to adoption. Dana, you built a dashboard with tenant tickets by building next to lease expiries. May I show it, if you are comfortable?
- Dana Whitaker NoneSure, go on, it's still rough.
- Elena Novak NoneHere it is. For Tyler's benefit, each row is a building, with the open tenant tickets and the nearest lease expiry beside it. This is the kind of view that the dashboards builder in Growth is for. It was Dana's work, with a short working session from us to tidy it.
- Tyler Brooks NoneOkay, that I get in five seconds. Can I have that every month, without asking for it? One page, one sentence. I don't want to log in to anything.
- Elena Novak NoneYes. I will make sure that a one-page summary reaches you before each review, prepared with Dana, so that you see it without needing to log in.
- Dana Whitaker NoneThat's my small request, actually, so thank you, you've done it for me.
- Elena Novak NoneTo go further on adoption, I suggest three things. One, onboarding for the engineering group and the receivables team, with questions drawn from their own work. Two, a short refresher for the lease team on asking comparative questions across buildings. Three, that Dana nominates a second administrator, so that the account is not dependent on one person.
- Tyler Brooks NoneFine in principle. Dana, that's yours, and what your people can take on is your call. Loop in Dana and she'll tell you what works.
- Dana Whitaker NoneWe can do onboarding for engineering in the next few weeks. Receivables I'd leave until after, they're busy at the moment. And I'll think about who the second admin should be.
- Elena Novak NoneThat is sensible. I will sequence it that way and put it in writing.
- Tyler Brooks NoneWhat's the one number I should watch? If I only look at one thing.
- Elena Novak NoneI would suggest questions asked each month, and alongside it who is asking. If the number rises and the asking spreads beyond a handful of people, the value is being built into how your teams work. If it rises but it is still mostly Dana asking, that is a warning.
- Tyler Brooks NoneQuestions asked and who. Got it. Dana, put that on the page.
- Dana Whitaker NoneWill do.
- Tyler Brooks NoneNow the money. What's the renewal picture? Don't read me the contract, I won't remember it. Bottom line.
- Elena Novak NoneOf course. The contract runs to 1 Feb 2027, and the renewal date is 2 Feb 2027, so it is some months away. You are on Growth at £50,000 a year, and that is what is being invoiced, with no difference between the order form and the invoices. I will start the renewal conversation well ahead, and the formal notice goes out around ninety days before the end. Jordan Pike, your account owner, will join that conversation.
- Tyler Brooks NoneFifty thousand, fine. Any surprises coming? I hate surprises.
- Elena Novak NoneI do not have a change to announce for your contract, and I do not want to speculate about it today. What I would propose is that, at the review in the autumn, we look at actual usage and decide the right shape for the next term together, so that there are no surprises.
- Tyler Brooks NoneGood enough. Put it on a page, loop in Dana, and let's keep it moving.
- Dana Whitaker NoneOne thing from me on the renewal, just so it's said. If engineering and receivables come in, I'd want to look at whether forty seats is still right, or whether we add. Not now, but I'd like it considered properly.
- Elena Novak NoneNoted, and I will include it in the actions. That is exactly the discussion I would want for the renewal, based on what the usage shows rather than a guess.
- Dana Whitaker NoneOne more thing, a worry rather than a complaint. When we bring new people in, how do we keep the answers trustworthy? I don't want engineering asking something, getting a stale answer, and deciding the whole thing's rubbish.
- Elena Novak NoneThat is a fair worry, and I am glad you raised it. Being available and being fresh are different things, so I will check the refresh status as part of the written summary. And as I said before, please tell me early when any source system on your side is going to change, because that is when a connector can stop loading.
- Tyler Brooks NoneGood. I'm happy with that. Dana, you own it.
- Elena Novak NoneLet me read back the actions so they are written down. One, I send a written summary this week, including the ticket history with response times and the refresh status. Two, I prepare a one-page monthly summary for Tyler together with Dana, built around questions asked and who is asking. Three, Dana sends me the names for the engineering onboarding, and I propose slots. Four, Dana considers a second administrator on your side. Five, I bring the renewal discussion, with usage evidence, to the next review. Is that complete?
- Dana Whitaker NoneYes, that's it. Maybe add receivables onboarding as later, not dropped.
- Elena Novak NoneAdded. Tyler, anything else from you?
- Tyler Brooks NoneNo. Good review. Bottom line, it's working and nobody's complaining, which is rare. Dana, keep me posted. Thanks, both.
- Elena Novak NoneThank you both. You will have the written summary shortly. Kind regards, and speak soon.
- Dana Whitaker NoneThanks Elena, thanks Tyler. Bye.
- Tyler Brooks NoneBye all.
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