A UK-based student property management company embarked on a digital transformation journey with Struto, incorporating several integrations including iLOQ, PayProp, Credas and Smartsheets for property admin, access and management. With a pioneering first for HubSpot leverage, Struto facilitated the multiple interconnectivity of various software systems all conducted from a HubSpot base to enable IoT operations; providing users contactless home access all from their smartphone.
Background
The property management company specialises in revolutionising the typical student housing experience across various university towns in the UK, including Derby, Lancaster, Leicester, Lincoln, and more. Their focus is on creating affordable, well-designed homes that resonate with the modern student lifestyle through a deliberate emphasis on style, comfort, and functionality in their accommodations. Their properties are strategically located to offer convenience and accessibility to university campuses.
The company's standout feature lies in its use of advanced technology to streamline operations and enhance student living experiences.
Watch the video below with our Solutions Architect, Ryan Waters as he discusses the project and building customer experiences at scale.
Situation
The initiative for this transformative project began with an RFP, highlighting their desire to address certain operational inefficiencies and challenges in managing student accommodations. The primary issue was the fragmented nature of their existing software systems, which hindered seamless operations and impeded their ability to scale. They sought after a solution that could not only integrate various operational aspects but also bring about greater efficiency and technological advancement in their processes.
Selecting Struto for this project was influenced by Struto’s reputation for handling complex technological solutions and their innovative approach to digital integration.
The goal was clear: to create a unified, efficient system that could manage the entire student accommodation lifecycle, from application to tenancy, with enhanced efficiency and effectiveness, all based on HubSpot.
Solution
Struto's comprehensive plan involved migrating from their existing systems to HubSpot, integrating additional platforms such as iLOQ for accommodation access, PayProp for payment and tenant management, Credas for ID verification, and Smartsheets for enterprise management. This ambitious integration aimed to centralise the management of student applications and accommodations, creating a seamless operational workflow.
The execution required a bespoke setup of HubSpot, incorporating IoT solutions like iLOQ, which allowed students to access their accommodations using their smartphones. PayProp integration streamlined the payment processes, while Credas ensured efficient ID verification checks. Smartsheets facilitated improved enterprise management, aligning with the company's growth and expansion plans.
The team composition for this project was a blend of integration experts from Struto and the internal team at the property management company, including significant involvement from their CEO. This collaborative effort was critical in addressing the unique requirements of the project and ensuring a solution that is tailored to the client's specific operational needs.
Challenges
The project's journey was not without challenges. The most significant were the technical complexities involved in integrating the diverse systems, especially the iLOQ system which, due to the high risk inherent in managing room access, needed special care and attention to ensure that security was front and centre in every feature being built. This phase required addressing security concerns and instilling a seamless, secure user experience for students. Data management and synchronisation between the various integrated platforms presented another challenge. Ensuring data integrity and consistency across systems was paramount to the project's success.
These challenges demanded innovative problem-solving and a flexible approach to project management. The team's dedication and experience were crucial in overcoming these obstacles, often requiring intensive effort, particularly during critical phases like the iLOQ integration.
Outcome
The integration took place over several months, reflecting the complexity and grand scale of the project. The outcome was a bespoke, state-of-the-art integrated system that significantly enhanced operational efficiency and the overall modernised student experience in their accommodations. The system now offers a centralised platform on HubSpot for managing the entire student lifecycle, from when customers first apply, to ID checks and the moment they access the accommodation, everything in between including the payments of deposits and monthly rents, to their offboarding and vacation of the property.
The project notably reduced administrative workloads and streamlined operational processes, as evidenced by the smooth functioning of the integrated system post-implementation.
Results
The integration successfully centralised the student management system, offering a comprehensive view of each student and automating processes for maximum efficiency. The result was a groundbreaking first for the use of HubSpot in IoT operational efficiency, and furthermore a significant step in enhancing the student living experience.
The project demonstrates the potential of technology to revolutionise traditional industries such as property management, real estate, office space rental and management for example.
This project stands as a testament to the possibilities of digital transformation in the real estate and property management sector. It showcases how strategic integration of technology can not only solve operational challenges but also create new opportunities for growth, efficiency, and enhanced customer experiences.
