Aspire housing logo

A rental property management app to ease the day-to-day operations for property management company.


Real Estate

Privately held

Zoho Creator,Zoho Sign

Real Estate

Privately held

Zoho Creator,Zoho Sign
Aspire Housing logo

A rental property management app to ease the day-to-day operations for property management company.

About the Company

Our client (Property Management Company) is a leading housing provider and property developer in North Staffordshire and South and East Cheshire established in 2008, with more than 8,500 homes and a significant number in the development pipeline, and a financially strong business with a social purpose. Profits are reinvested in new homes, revitalized communities, and innovative support services designed to transform lives.

Besides transforming the way landlords manage their rentals, our client is also elevating the tenant experience, so the rental industry can build a better future where landlords and tenants can connect and manage every phase of the rental experience in one place, too.

The client manages over $100 Million in Government funding under the National Rental Affordability Scheme (NRAS) and is Australia’s fastest and most compliant NRAS provider due to bullet-proof compliance and risk management systems.


The Challenge

Tenant Onboarding Process Complexities, Challenges and Process Bottlenecks

The landlord may own a single unit, a duplex, a single-family home, an entire apartment complex, or multiple properties. Managing all the rental properties and handling the day-to-day operations is a tall task for our client (property management company).

Our client faced the following problem before using our rental property management application.

Tenant Onboarding— Tenant application submission, performing background screenings for potential tenants,Tenant application review, creating legal lease contracts and managing the tenants.

It’s just the tip of the ice berg!

The client has several internal teams such as Sales, Business, Legal, Property Manager, Finance, and Compliance team. Every single lead is processed by the above teams and a legal agreement plan has to be created and gets signed by the tenant if the tenant gets approved by the property manager. All of these processes are paper-based and manual, which consumes most of their time and reduces their productivity.

The Client initially used Excel to store landlords, tenants information and Trello to manage their leads and it was creating a lot more overhead in terms of identifying the status of a lead, internal communication between the teams was chaotic and difficult to track which stage the lead is. This resulted in delayed processing time and inefficient decision-making. This poses a challenge.

The number of leads from the prospective tenants increases, keeping track of every single lead, status, and deciding the next action is a tall task. This impacted not only landlords, but also the tenants renting from them.

Keep reading to learn how we built a Rental Property Management app with the help of Zoho Creator to overcome the problems of tenant onboarding for the property management company.


The Solution

Documents Collection Checklist and Tracking

Property management always involves lots of legal documents, terms and conditions. Requires additional documents for personal identification, property ownership, status, outstanding dues, meter reading dues, etc. One single missing document could reject the tenant application. WE have eliminated constant email back-and-forth of collecting documents by email for our client. With our rental property management app, the client can simply create a checklist of the required documents dynamically based on the agreement plan chosen by the tenant to collect the required documents in a stress-free way. It’s not useful only for tenants but also for the property manager to know the status of document collection from tenants- initiated, in-process, and completed.


House management checklist in zoho creator

Lead Management Without The Hassle

A master pool for all leads provides complete information about each lead at a glance, allowing the property managers to look at any lead at any time and get an update on its status, view information like which team is currently working on it, the current status of the task, and how long it has been pending for the current team, and percentage of the work completed. Bringing all the necessary information together in one place helps everyone on the team to understand what needs to be done and take action accordingly.


Lead management in zoho creator

Efficient Task Management

A property Management Company can assign tasks to teams against a lead, with a deadline, and receive notifications if delays occur. Property manager can assign dedicated tasks to every member of a team such as Sales, Business, Legal, Property Manager, Finance, Field Service, and Compliance, which gives greater flexibility and control over the team's work. This also brings their team together, by giving the right access to the right person, enabling teams to collaborate seamlessly in real time to make informed decisions and make everyone in the team work more productively.


Task Management in zoho creator

Benefits & the Result

The management of a rental property can be managed by a property management company at a fixed or percentage fee if the property owner has limited time, does not live near their rental property or isn't interested in handling the management of property themselves.

With our rental property management app, the property management company and landlords reap the following benefits:

-Simplified the day-to-day operations of managing the rental properties for the property management company.

- Streamline the tenant onboarding process to bring the potential tenants faster.

- Reduced 85% of their Paperwork and transformed the paper-based process into digital process.

- Helps landlords streamline maintenance requests and organize work orders.

- Manage maintenance requests without hassle.

- Keep the data of tenants, landlords and their property details in an organized and centralized place, which can be easily accessed from mobile or web.

Moving forward, the property management company team plans to use other Zoho apps with YAALI's support to fill gaps or compliment the process they have.

Whether you are a landlord, property manager, letting agent, or property owner, you need to try our Rental Property Management app to see how we simplify and speed up tenant onboarding and automate your tenancy application process.

About the Company

Our client (Property Management Company) is a leading housing provider and property developer in North Staffordshire and South and East Cheshire established in 2008, with more than 8,500 homes and a significant number in the development pipeline, and a financially strong business with a social purpose. Profits are reinvested in new homes, revitalized communities, and innovative support services designed to transform lives.

Besides transforming the way landlords manage their rentals, our client is also elevating the tenant experience, so the rental industry can build a better future where landlords and tenants can connect and manage every phase of the rental experience in one place, too.

The client manages over $100 Million in Government funding under the National Rental Affordability Scheme (NRAS) and is Australia’s fastest and most compliant NRAS provider due to bullet-proof compliance and risk management systems.


The Challenge

Tenant Onboarding Process Complexities, Challenges and Process Bottlenecks

The landlord may own a single unit, a duplex, a single-family home, an entire apartment complex, or multiple properties. Managing all the rental properties and handling the day-to-day operations is a tall task for our client (property management company).

Our client faced the following problem before using our rental property management application.

Tenant Onboarding— Tenant application submission, performing background screenings for potential tenants,Tenant application review, creating legal lease contracts and managing the tenants.

It’s just the tip of the ice berg!

The client has several internal teams such as Sales, Business, Legal, Property Manager, Finance, and Compliance team. Every single lead is processed by the above teams and a legal agreement plan has to be created and gets signed by the tenant if the tenant gets approved by the property manager. All of these processes are paper-based and manual, which consumes most of their time and reduces their productivity.

The Client initially used Excel to store landlords, tenants information and Trello to manage their leads and it was creating a lot more overhead in terms of identifying the status of a lead, internal communication between the teams was chaotic and difficult to track which stage the lead is. This resulted in delayed processing time and inefficient decision-making. This poses a challenge.

The number of leads from the prospective tenants increases, keeping track of every single lead, status, and deciding the next action is a tall task. This impacted not only landlords, but also the tenants renting from them.

Keep reading to learn how we built a Rental Property Management app with the help of Zoho Creator to overcome the problems of tenant onboarding for the property management company.


The Solution

Documents Collection Checklist and Tracking

Property management always involves lots of legal documents, terms and conditions. Requires additional documents for personal identification, property ownership, status, outstanding dues, meter reading dues, etc. One single missing document could reject the tenant application. WE have eliminated constant email back-and-forth of collecting documents by email for our client. With our rental property management app, the client can simply create a checklist of the required documents dynamically based on the agreement plan chosen by the tenant to collect the required documents in a stress-free way. It’s not useful only for tenants but also for the property manager to know the status of document collection from tenants- initiated, in-process, and completed.


House management checklist in zoho creator

Lead Management Without The Hassle

A master pool for all leads provides complete information about each lead at a glance, allowing the property managers to look at any lead at any time and get an update on its status, view information like which team is currently working on it, the current status of the task, and how long it has been pending for the current team, and percentage of the work completed. Bringing all the necessary information together in one place helps everyone on the team to understand what needs to be done and take action accordingly.


Lead Management in Zoho Creator

Efficient Task Management

A property Management Company can assign tasks to teams against a lead, with a deadline, and receive notifications if delays occur. Property manager can assign dedicated tasks to every member of a team such as Sales, Business, Legal, Property Manager, Finance, Field Service, and Compliance, which gives greater flexibility and control over the team's work. This also brings their team together, by giving the right access to the right person, enabling teams to collaborate seamlessly in real time to make informed decisions and make everyone in the team work more productively.


Task Management in zoho creator

Benefits & the Result

The management of a rental property can be managed by a property management company at a fixed or percentage fee if the property owner has limited time, does not live near their rental property or isn't interested in handling the management of property themselves.

With our rental property management app, the property management company and landlords reap the following benefits:

-Simplified the day-to-day operations of managing the rental properties for the property management company.

- Streamline the tenant onboarding process to bring the potential tenants faster.

- Reduced 85% of their Paperwork and transformed the paper-based process into digital process.

- Helps landlords streamline maintenance requests and organize work orders.

- Manage maintenance requests without hassle.

- Keep the data of tenants, landlords and their property details in an organized and centralized place, which can be easily accessed from mobile or web.

Moving forward, the property management company team plans to use other Zoho apps with YAALI's support to fill gaps or compliment the process they have.

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