Digital tenant application form
Digitization of prospective tenant processes for increased efficiency, transparency, and sustainability
The digital tenant application form is a completely digital representation of the data for new tenants/prospective tenants. This data is digitally recorded by the prospective tenants themselves and validated immediately. This allows our client to make data-based decisions without having to have information manually digitized by their employees. This helps them find the right tenants faster.
Challenge
The main motivation for implementing this project was to digitize and simplify our client’s internal processes. The goal was to make work more efficient by going paperless. Technological advances in digitization also made it possible to ensure the satisfaction of the broad customer base.
During the project, we had to solve a number of client-side problems. For example, the client used a restrictive firewall that only allowed outgoing data traffic.
Methods/Technologies
During our requirements analysis, we relied on proven methods for systematically identifying and prioritizing requirements. A user-centered approach was a key element in this process: by using targeted survey techniques, we were able to accurately identify the needs of all stakeholders and clearly define the scope and context of the project. Technologically, the solution is based on a stable architecture and an Oracle database for reliable data management. We took care to use technologies that promote high-performance and future-proof applications.
Client
Real estate management, sales, and renting
Team
75 person days
Industry
Real Estate
Project duration
02/2023 – today
Solution
Due to the aforementioned firewall, our solution includes both an internal service and an AWS service that synchronizes data via a complex polling mechanism within the customer’s environment.
By implementing the project, we were able to solve several problems for our customer. Following the successful implementation, prospective tenants can now be managed more easily, resulting in time being saved, efficiency being increased, and transparency being improved. In addition, the company is prepared for complete digitization of its processes in the future.
Our solution provides a service that synchronizes the contact details of prospective tenants with AWS after they have viewed a property. They are then notified by email and receive a unique link where they can enter their personal data. This data is validated directly, reducing incorrect entries and further queries. It is also possible to digitize salary statements directly during upload using OCR and OMR. The link can also be shared with other contractual partners so that the data can be gradually supplemented. Once the form has been completed, the data record is sent back to the property manager for further processing.
The main users of this solution are prospective tenants and the client’s internal employees who are responsible for providing the services. A pre-development phase was not necessary, as we already have extensive experience in this area and identified and integrated the necessary building blocks during development.
Once the project has been implemented, prospective tenants can be easily managed and the collected data records can be further processed. For example, prospective tenants who could not be considered in the first round can be offered other properties.
The client benefits from digitization and future automation, improved quality and quality assurance through digitized processes, and increased transparency and speed in process handling. The primary savings lie in the time required by end users to go through the application process, which is significantly reduced by the digital solution.
The project also contributes to sustainability by significantly reducing written correspondence and creating greater transparency through evaluable data, which can lead to further optimizations in the future.
In summary, this project has not only digitized and optimized the customer’s internal processes, but also strengthened our expertise in the real estate industry and in dealing with technical challenges.
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