Retrieve any strata information instantly using plain-English requests in Microsoft Teams

Overview #

Merlo AI gives you instant access to your strata system data directly within Microsoft Teams; no logins, no navigating through multiple screens, and no waiting. Simply type your question in plain English, and Merlo will retrieve the information you need in seconds.

This feature is built for the pace of real strata management work. Whether you are on a call with an owner, responding to a solicitor’s request, or preparing for an AGM, Merlo removes the friction of looking up information so you can stay focused on the conversation or task at hand.

The data Merlo retrieves is pulled directly and in real time from your strata management system, so you can trust that what you receive is current and accurate at the moment you ask.

What You Can Look Up #

Merlo can retrieve a comprehensive range of strata information across all your managed plans. The table below summarises every data type available, what Merlo returns, and the most common situations where each lookup is useful.

Data Type	What Merlo Returns	Common Use Case
Strata Plan Details	Plan address, lot count, plan type, status, insurance expiry, assigned strata manager	Quick plan overview; verifying details while on a call
Committee Member Contacts	Names, roles (Chairman, Treasurer, Secretary, etc.), email addresses, phone numbers	Preparing communications; identifying the right contact for an issue
Strata Manager Details	Manager name, company, direct phone, email, emergency contact	Escalations; urgent contact during after-hours issues
Building Manager Details	Name, on-site phone, email, coverage hours	Logging maintenance requests; urgent building access issues
Important & Emergency Contacts	Utilities, emergency services, key vendors, after-hours numbers	Emergency situations; urgent maintenance coordination
Owner Details (per lot)	Owner name, mailing address, email, contact numbers, nominated agent	Solicitor requests; owner correspondence; AGM notifications
Tenant Details (per lot)	Tenant name, contact details	Maintenance coordination; by-law compliance matters
Full Owner / Lot List	All lots in a plan with owner names and contact details	AGM preparation; bulk communications; ownership reviews
Lot Entitlements	Unit entitlement per lot; total unit entitlements for the plan	Levy calculations; voting weight; AGM quorum checks
Financial Balances	Administrative fund, sinking/capital works fund, opening balance, current balance, outstanding amounts	Financial reporting; owner levy enquiries; budget reviews
Unpaid Levy Status	Amount overdue, due date, debt age, legal recovery status	Arrears management; debt recovery follow-up
Bank & Investment Accounts	Institution name, account name, BSB, account number, current balance, interest rate	Financial reconciliation; investment reviews
Tradesmen & Contractor List	Trade type, company name, contact number, email, preferred supplier status	Urgent maintenance; contractor selection; work order assignment
Corporation Notes	Full notes with date, author, and content; summarised key points on request	Reviewing plan history; preparing owner communications; briefing team members

How to Make a Data Lookup #

Making a lookup is as simple as asking a question. You do not need to use specific commands, fill in forms, or know technical system terminology. Merlo is designed to understand natural, conversational language; the same way you would ask a colleague.

Step-by-Step Instructions #

1. Open Microsoft Teams on your desktop, browser, or mobile device.

2. Navigate to the Merlo AI chat; find it in your Teams app list or search for it in the Teams search bar.

3. Type your request in the message box using plain English. Include as much detail as you can, particularly the strata plan number and what specific information you need.

4. Press Enter to send your message. Merlo will process your request and return the results directly in the chat, usually within a few seconds.

5. If Merlo needs clarification (for example, if a plan number is missing), it will ask you a follow-up question. Simply provide the missing detail to continue.

Tip:  Always include the strata plan number in your request. This is the single most important piece of information for Merlo to retrieve the correct data. For example, instead of ‘get me the committee contacts,’ write ‘get me the committee contacts for plan 12345.’

Mobile and Voice Use #

Merlo AI works just as effectively on your mobile device as it does on desktop. Open Microsoft Teams on your phone, go to the Merlo AI chat, and type your request exactly as you would from your computer.

For hands-free or on-the-go use; for example, if you are on a call and need information quickly; you can use the microphone button in Teams to speak your request aloud. Merlo will process your spoken question and return the results without interrupting your conversation.

On-Call Tip:  If you are speaking with an owner or contractor and need to look something up, simply tap the microphone in Teams and ask Merlo your question. The results will appear on your screen within seconds, allowing you to continue the conversation without delay.

Looking Up Strata Plan Details #

You can retrieve a complete overview of any strata plan in seconds. This is particularly useful when you need to quickly verify key plan information during a call or before preparing correspondence.

Merlo will return all plan-level data associated with the plan number you provide, including the plan address, number of lots, plan type, insurance information, the assigned strata manager, and any other key plan attributes recorded in the system.

Example Prompts #

“Get me the strata plan details for plan 12345, including the address, lot count, and insurance expiry date.”

“Give me a full overview of SP 67890; I need the plan type, number of lots, and the assigned strata manager.”

“Show me the complete information for strata plan 11223, including the plan status and any linked important contacts.”

“Get me the strata plan details and committee contact list for plan 12345 together.”

Tip:  You can request details for two plans at once. For example: ‘Show me plan details for plan 12345 and plan 67890.’ Merlo will retrieve both and display them together in a single response.

Finding Committee and Manager Contacts #

Merlo can retrieve the full committee roster for any strata plan, including each member’s role, name, email address, and phone number. This is especially useful when preparing meeting notices, drafting correspondence, or identifying the correct person to contact about a specific matter.

Committee Member Contacts #

Ask for committee contacts by plan number. You can request the full list or ask for specific roles such as the Chairman or Treasurer.

“Who are the committee members for plan 98700? I need their full names, roles, and email addresses.”

“Get me the committee contact list for SP 77889, including phone numbers for each member.”

“Who is the Chairman and Treasurer of plan 44100? Include their contact details.”

“Show me the full committee roster for strata plan 22233 with all available contact information.”

Strata Manager Details #

To find out who the assigned strata manager is for a plan, and how to reach them, simply ask Merlo. This includes their direct phone number, email address, and emergency contact details if available.

“Who is the strata manager for plan 12345? I need their direct number and email.”

“Get me the full contact details for the strata manager assigned to SP 88888, including emergency contact.”

“Show me the strata manager profile for plan 55112, including their company name and office address.”

Building Manager Details #

For plans that have an on-site building manager, Merlo can retrieve their full contact details including name, phone number, email address, and any notes about their coverage hours.

“Who is the building manager for plan 55321 and what is their phone number?”

“Get me the building manager contact for SP 12345 ;include their email and after-hours number.”

“Show building manager details for plan 88002, including on-site hours and emergency coverage.”

Owner, Tenant, and Lot Information #

Merlo can retrieve owner and tenant details for any individual lot, or return a complete list of all lots and owners within a strata plan. This saves significant time when handling solicitor requests, responding to owner enquiries, or preparing for an AGM.

Owner Details for a Specific Lot #

Provide the lot number and strata plan number to retrieve the owner’s full contact details, including their mailing address, email, phone number, and any nominated agent or representative on record.

“Get me the owner details for lot 7 in plan 12345; I need their name, mailing address, and email.”

“Show owner information for lot 8 in SP 88999, including their contact number and correspondence address.”

“Who owns lot 12 in plan 33445? Include all available contact details and any nominated agent.”

“Retrieve full owner profile for lot 5 in SP 12345, including their preferred contact method if noted.”

Tenant Details for a Specific Lot #

Where tenancy information is recorded in the strata system, Merlo can retrieve the tenant’s name and contact details for any given lot.

“Who are the tenants in lot 3 of plan 55321? I need their name and contact number.”

“Get me the tenant details for lot 9 in SP 22334.”

Full Owner and Lot List for a Plan #

You can request a complete list of all lots in a strata plan, including owner names and contact details for each. This is particularly useful for AGM preparation, bulk owner communications, and portfolio ownership reviews.

“Show me all lots in plan 98765 with owner names and contact details.”

“Get the complete owner list for SP 55678, including lot numbers and email addresses for each owner.”

“List all lots in plan 33445 and flag any that currently have outstanding levies.”

“Show me every lot in SP 77002 with the owner name and whether each lot is owner-occupied or tenanted.”

Lot Entitlements #

Lot entitlement information is used for levy calculations, determining voting weight in ballots, and AGM quorum checks. Merlo can return entitlements for individual lots or provide a full entitlement summary for the plan.

“Get me the lot entitlements for all lots in plan 44100.”

“What is the unit entitlement for lot 6 in SP 55667 and what is the total entitlement for the plan?”

“Summarise the total unit entitlements for plan 88200, broken down by lot.”

Financial Balances and Levy Information #

Merlo can retrieve financial data for any strata plan, including fund balances, outstanding levies, and banking details. This allows you to answer owner finance enquiries, check arrears status, and review fund positions without logging into the strata system.

Fund Balances #

Ask for the financial balances for any plan to receive a clear summary of the administrative fund, sinking fund, and capital works fund positions, including opening balance, current balance, and any outstanding amounts.

“Get the current financial balances for strata plan 12345; I need the admin fund and sinking fund totals.”

“Show me the financial summary for SP 33344, including opening balance, current balance, and year-to-date figures.”

“Retrieve the full financial overview for plan 77001, including all fund balances.”

Unpaid Levy Status #

To check whether a specific lot has outstanding levies, ask Merlo with the lot number and plan number. Merlo will return the total amount overdue, the due date, how long the debt has been outstanding, and whether any legal recovery action has been initiated.

“Get the unpaid levy status for lot 12 in SP 12345; how much is overdue and since when?”

“Does lot 6 in plan 98765 have any outstanding levies? If so, give me the total and a breakdown.”

“Show me the full levy debt summary for lot 8 in SP 44001, including debt age and recovery status.”

Bank and Investment Account Details #

For plans with bank or investment accounts on record, Merlo can retrieve the full account details including institution name, account number, BSB, current balance, and interest rate.

“Show all bank accounts linked to strata plan 12345, including BSBs and current balances.”

“Get investment account details for SP 99887; include the institution name, account number, and interest rate.”

“Retrieve all banking and investment accounts for plan 55001 in a clear summary.”

Finding Trades and Supplier Contacts #

Merlo can instantly retrieve contractor and supplier contacts for any strata plan. This is particularly valuable in urgent maintenance situations where you need to reach a tradesperson quickly without searching through spreadsheets or the strata system.

You can search for a specific trade type (e.g., plumber, electrician, cleaner), request all contractors for a plan, or ask for preferred suppliers. Merlo will return the supplier or trade name, contact number, email address, and preferred status where applicable.

Example Prompts #

“Find me the plumber for plan 98765; I need their name and direct contact number.”

“Who are all the registered suppliers and contractors for plan 44100? List them by trade type.”

“Get me the electrician’s contact details for SP 55321.”

“Show all tradesmen contacts for SP 12345 and flag any that are marked as preferred suppliers.”

“Who is the preferred cleaning contractor for plan 77889? Give me their phone and email.”

Retrieving Corporation Notes #

Corporation notes contain important internal information about a strata plan; including historical context, special instructions, known issues, owner or committee preferences, and other key notes recorded by the management team over time.

Merlo can display the full notes for any plan, filter by date, summarise the key points, or even use the notes as the basis for a draft communication to the committee or owners.

Example Prompts #

“Get the corporation notes for plan 12345; show all notes with the date added and who added them.”

“Retrieve corporation notes for SP 66778 and filter to show only notes added in the last 90 days.”

“Summarise the key points from the corporate notes for plan 98765; I need a quick briefing.”

“Get the corporation notes for plan 44100 and draft an email to the committee summarising the main action items.”

“Show me any flagged or high-priority notes for SP 77001.”

Real-World Usage Scenarios #

Below are common real-world situations where strata data lookups in Merlo save time and reduce interruption to your workflow.

You are on a call with an owner who is asking about their levy balance	Ask Merlo: ‘Get unpaid levy status for lot 7 in plan 12345.’ The results appear on your screen within seconds so you can answer confidently without putting the owner on hold.
A solicitor emails requesting owner contact details for a conveyancing matter	Ask Merlo: ‘Get owner details for lot 4 in plan 55321.’ Merlo returns the name, address, and contact details immediately. No system login required.
You need to contact a contractor urgently for an emergency repair	Ask Merlo: ‘Find me the plumber for plan 98765.’ Merlo returns the contact number instantly so you can make the call without delay.
You are preparing for an AGM and need the full owner list and entitlements	Ask Merlo: ‘Show all lots in plan 44100 with owner names, contact details, and entitlements.’ Merlo compiles the full list in one response.
A committee member calls asking who the strata manager is	Ask Merlo: ‘Who is the strata manager for plan 77889?’ Merlo returns the name and contact details instantly.
You need to brief a new team member on a complex plan with a long history	Ask Merlo: ‘Summarise the corporation notes for plan 12345. Give me the key points.’ Merlo produces a concise summary of the plan’s history and current context.
You need contact details for two plans at once	Ask Merlo: ‘Show committee contacts for plan 12345 and plan 98765.’ Merlo retrieves both simultaneously and displays them together.

Tips for Getting the Best Results #

Merlo is designed to understand plain, conversational language and does not require you to follow a specific format. However, a few simple habits will consistently produce faster and more accurate results.

Always include the plan number	The strata plan number is the most important piece of context for any lookup. Including it every time ensures Merlo retrieves data for the correct property without needing to ask for clarification.
Be specific about what you need	The more detail you include in your request, the more targeted Merlo’s response will be. Instead of ‘get financial details,’ ask ‘get the current admin fund and sinking fund balances for plan 12345.’
Specify the data type you want	If you only need one type of information (e.g., phone number, email, or balance), say so. This keeps responses concise and easy to read.
Ask for multiple lookups at once	You can combine requests in a single message. For example: ‘Get me the plan details and committee contacts for plan 12345.’ Merlo will retrieve everything in one response.
Use it while on calls	Merlo is built for real-time use. Type or speak your question while on a call. Results come back in seconds without interrupting your conversation.
Use voice on mobile	On your phone, tap the microphone icon in Teams and speak your request. Merlo supports voice input for fully hands-free lookups.
Request a summary for long notes	If you need a quick overview of corporation notes or a document, ask Merlo to ‘summarise’ rather than retrieve the full content. This is faster to read and easier to act on.

Frequently Asked Questions #

How current is the information Merlo returns? #

Merlo retrieves data directly and in real time from your strata management system. The information is as current as what is recorded in your system at the exact moment you ask. There is no cache or delay; what Merlo returns reflects the live state of your data.

What if the information Merlo returns appear incorrect or outdated? #

Merlo displays exactly what is recorded in your strata system. If the details are wrong or out of date, they need to be corrected in the strata system itself. Once updated there, Merlo will automatically return the corrected information the next time you ask.

Can Merlo look up information across multiple plans at once? #

Yes. You can include multiple plan numbers in a single request and Merlo will retrieve the information for all of them together. For example: ‘Show me committee contacts for plan 12345 and plan 98765.’ Merlo will return both sets of results in one response.

Can I use Merlo for lookups on my phone? #

Yes. Open Microsoft Teams on your phone, navigate to the Merlo AI chat, and ask your question exactly as you would from your desktop. Voice input is fully supported; tap the microphone icon in Teams and speak your request. Merlo works identically across desktop, browser, and mobile.

What if Merlo cannot find the information I requested? #

If Merlo is unable to locate the data you asked for, it will let you know and may ask a clarifying question. Common reasons include a missing or incorrect plan number, data that has not yet been entered into the strata system, or a document that has not been correctly categorised. Check the plan number and try again, or verify the data exists in the system.

Do I need to log in to anything to use Merlo for lookups? #

No. Merlo handles all system authentication in the background. As long as you have access to the Merlo AI chat in Microsoft Teams, you can make lookups without logging into any additional system.

Is the data Merlo retrieves secure? #

Yes. Merlo operates within your organisation’s existing Microsoft Teams environment and permission structure. It only retrieves data that your user account is authorised to access, and all interactions are governed by your organisation’s security and access controls.