Revolutionizing Property Management

A Low-Code Solution for Streamlined Operations

The dynamic and expanding Client company identified the necessity for a robust system to streamline their property management operations. Specializing in property management services, the company oversees properties on behalf of owners, including maintenance tasks.

In pursuit of efficiency, accessibility, and precision, the company seeks a solution that is automated, easily accessible and provides a better view of data for analysis and efficient management.

Client Company Overview

• Company Size: 15 People
• Company Industry: Property management
• Challenges: The current system is intricate, lacking in automation, and offers limited accessibility.

Objective:

The primary objective of developing the system was to optimize the efficiency of company operations by utilizing forms for data entry, ensuring clarity through views, and implementing automations to reduce repetitive tasks.

Scope of work:

• Tenants, Properties & Owners
  • Storing data for Tenants, Properties, and Owners, interlinked with their corresponding properties.
• Payments
  • Storing data of payments monthly basis connected to properties and tenants.
  • Implement an automated process to generate payment entries seamlessly for each upcoming month.
  • Implement an automated reminder system that notifies recipients three days before their payment is due.
• Lease Renewals
  • Storing data for lease renewals interlinked with tenants and properties.
  • Automate the process of lease renewals, ensuring timely notifications and streamlined procedures for both landlords and tenants.
• Maintenance Requests
  • Storing data for all maintenance requests again interlinked with tenants and properties.
  • Design User-Friendly Views for all status types.
• Employee

  • Solution:

    To address the challenges, our team developed a comprehensive property management solution leveraging Airtable’s cutting-edge technology and features. We structured tables for efficient data entry and configured various views for in-depth data analysis. Additionally, we implemented automations to alleviate repetitive tasks, enhance overall productivity and timely notifications.

    Tables

    We created the following tables to store the necessary data.

    • Tenants
    • Owners
    • Properties
    • Payments
    • Lease Renewals
    • Maintenance Requests
    • Employee

    Views

    An Airtable view is a powerful feature enabling you to organize data effectively, leveraging conditions, groups, and other functionalities for enhanced comprehension and analysis.

    We created the following views based on specific conditions to fulfill the client's requirements for better analysis and more efficient management.

    • Form views designed for the seamless entry of new Tenant data, Owners data, Properties data and Employees(Staff) data.
    • Two views for current months “All Payments Entries” and “Unpaid Payments Entries”.
    • Two views for “Pending” and “In Progress” maintenance requests for properties.

    Automations

    Airtable's features extend to streamlining repetitive tasks through its automation capabilities.

    We implemented the following automations to mitigate repetitive tasks and ensure timely notification

    • Lease Reminders
    • An automation to send notifications for lease renewals.
    • Generate Monthly Payment Entries
    • An automation to create entries on a monthly basis for rent.
    • Monthly Payment Reminders
    • An automation to send reminders to tenants for rent.

    Interface:

    We have configured the following interface to facilitate the seamless viewing of data.

    Benefits:

    • Efficiency: The company observed a marked enhancement in operational efficiency, both in terms of time savings and accuracy.
    • Improved Notifications / Repetitive tasks:The company experienced a reduction in repetitive tasks, while timely notifications ensured synchronization leveraging automations.
    • Data Analysis: Using views, now data analysis is easier and more efficient.

    Conclusion:

    The integration of Airtable for property management has brought about a notable transformation in the company's operations. By leveraging views, automations, and scripting apps, we have effectively streamlined daily operations. This improvement has liberated valuable time that was previously spent on repetitive tasks, allowing the company to redirect its focus towards growth initiatives.

    We're committed to maximizing efficiency by further exploring Airtable's capabilities and integrating it with other solutions to meet their customized needs.

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