One Place Agents – Case Study

Executive Summary

One Place Agents is an apartment-locating company established in 2007. Their initial setup included just two agents. With ambitions to expand to over 100 agents within three years, they required a robust system to automate processes and scale with their growth.

The Challenge

The software I’ve used at previous companies were all proprietary systems. They were separate ecosystems. They did not work well together. I needed something that could automate my processes and that could grow with my company.

Jess Rodriguez – Owner

Implementation

To address the specific needs of our One Place Agents, we implemented a series of tailored solutions using Zoho Forms integrated with Zoho CRM. This setup included:

1. Custom Lead Assignment: We developed unique form links that auto-populate with the agent’s email address. If this field is filled, the system automatically assigns the lead to the respective agent.
2. Automation for Client Engagement: When a deal is converted, an automation triggers the creation of a scheduled meeting, sends out reminder emails to all participants, and associates relevant apartment information via a subform. This subform fetches and allows editing of the default leasing email address.
3. Document Handling: A custom function was created to generate mail merge documents and attach them to an email template, which is then sent to the apartments involved.
4. Post-Move-In Automation: An automation confirms client move-in and integrates with Zoho Books to generate an invoice on the move-in date. Additionally, reminders are set up a month prior to the client’s move-out date to offer assistance in finding new accommodation.

Results

Zenatta helped automate many of the processes that we were doing manually. It’s hard to let go of that control, but when you have a system you trust to complete the tasks, it makes it a lot easier.

Everything was fantastic. The Zenatta team has been very patient with us as we’ve caught up to the technology. They fielded a ton of questions from us. We’re not quite done, but we’re excited to use the system.

Jess Rodriguez – Owner