Wexmoor Property Group / BG-Demo – QBR
Callcompleted
Wexmoor Property Group · 29 Jun 2026 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
As at Fri 9 Oct 2026Quarterly 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 £50k 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
As at Fri 9 Oct 2026Theme
QBR value and renewal shape
Importance
renewal
Sentiment
positive
Voice
decision-maker
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- 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
As at Fri 9 Oct 2026- 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
As at Fri 9 Oct 2026- 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 NovakHello Dana, hello Tyler. Can you both hear me all right?
Dana WhitakerHi 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 NovakIt is, a little, but I have a coffee and a good view of the canal, so I cannot complain. Thank you for asking.
Tyler BrooksHere, 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 NovakGood 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 WhitakerOnly a small request at the end, about how Tyler sees the numbers. Otherwise that's all fine.
- Tyler BrooksGood. Lead with the bottom line. Is it working?
- Elena NovakYes. 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 BrooksLove it. Go ahead.
- Elena NovakOne moment while I find the page. Right. Can you see the usage view now?
- Dana WhitakerYes, we see it, nice and big.
- Elena NovakThank 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 BrooksEight 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 NovakIt 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 BrooksOkay. So who are the right people? Dana, that's you.
- Dana WhitakerYeah. 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 NovakThat 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 WhitakerYes, 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 BrooksThat'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 WhitakerExactly that.
- Tyler BrooksWhat would we be doing if we didn't have it? Honestly. Say it was switched off tomorrow.
- Dana WhitakerBack to the spreadsheet, and to asking each other in the corridor. Which works until someone's on leave, and then it doesn't.
- Tyler BrooksRight. So it's a safety net as well as a time saver.
- Elena NovakMay 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 BrooksDana's not going anywhere. But fine, spread it around. Dana, you decide who. I'll back you.
- Dana WhitakerI'll put a plan together, I've got names in mind.
- Elena NovakThank 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 WhitakerFine, 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 BrooksNo fire, then. Good. I don't need the detail on tickets. Just tell me if there's a fire.
- Elena NovakUnderstood. There is no fire, and there are no overdue invoices either, which I mention only so that you have the whole picture.
- Tyler BrooksInvoices I don't touch, that's our finance team. But nothing overdue is what I like to hear.
- Elena NovakThen 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 WhitakerSure, go on, it's still rough.
- Elena NovakHere 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 BrooksOkay, 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 NovakYes. 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 WhitakerThat's my small request, actually, so thank you, you've done it for me.
- Elena NovakTo 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 BrooksFine 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 WhitakerWe 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 NovakThat is sensible. I will sequence it that way and put it in writing.
- Tyler BrooksWhat's the one number I should watch? If I only look at one thing.
- Elena NovakI 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 BrooksQuestions asked and who. Got it. Dana, put that on the page.
- Dana WhitakerWill do.
- Tyler BrooksNow the money. What's the renewal picture? Don't read me the contract, I won't remember it. Bottom line.
- Elena NovakOf 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 BrooksFifty thousand, fine. Any surprises coming? I hate surprises.
- Elena NovakI 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 BrooksGood enough. Put it on a page, loop in Dana, and let's keep it moving.
- Dana WhitakerOne 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 NovakNoted, 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 WhitakerOne 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 NovakThat 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 BrooksGood. I'm happy with that. Dana, you own it.
- Elena NovakLet 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 WhitakerYes, that's it. Maybe add receivables onboarding as later, not dropped.
- Elena NovakAdded. Tyler, anything else from you?
- Tyler BrooksNo. Good review. Bottom line, it's working and nobody's complaining, which is rare. Dana, keep me posted. Thanks, both.
- Elena NovakThank you both. You will have the written summary shortly. Kind regards, and speak soon.
- Dana WhitakerThanks Elena, thanks Tyler. Bye.
- Tyler BrooksBye all.
Callsmade from