Properties onboarding & offboarding

Overview

Our customer, a leading commercial real estate company, needed to revamp its application for onboarding/offboarding clients and properties. Managing the movement of clients’ properties—whether onboarding new ones or letting go of existing ones—is highly complex and requires meticulous planning. It involves coordination across multiple departments, including surveyors, facilities management, and lease operations teams.

Each transition scenario requires tailored task lists to ensure every step is completed efficiently and in the correct sequence. Tasks were often interdependent—one department could not proceed until another had completed its work.

The limitations of the existing application

The existing system could not track tasks effectively, making it difficult to monitor what had been completed or what was still pending. This often led to confusion and missed steps across departments.

Progress visibility was another major issue—teams could not see the status of tasks in real time, which caused bottlenecks, especially when tasks depended on one another. Without access to accurate, real-time data, reporting became unreliable, leaving stakeholders unable to assess performance or identify areas for improvement.

Additionally, the absence of meaningful performance insights made measuring efficiency and pinpointing process gaps impossible. To top it all, the obsolete and non-intuitive interface led to a decrease in user adoption and engagement, hence increasing reliance on manual workarounds.

As a result, the onboarding process became unnecessarily lengthy, delaying property readiness and impacting the company’s ability to bring new properties to market and manage them efficiently.

Modernising client/ property lifecycle management for real estate success

To resolve these challenges, our customer needed a unified, integrated solution that could simplify workflows, provide end-to-end task visibility, and deliver a more modern user experience for client/property onboarding and offboarding. We developed a tailored application that seamlessly integrated with their core client/property management platform , within the various accounting systems, such as, Tramps and Yardi. This solution improved task management, enhanced real-time visibility, and offered advanced performance tracking capabilities.

By addressing our customer’s specific needs, the new platform transformed the client/property lifecycle management, ensuring greater efficiency and usability across the organisation.

Key features and capabilities of the application we have developed

• Efficient task management: We have implemented dynamic task lists for various scenarios: acquiring new clients, new properties, or decommissioning clients/properties. The introduction of task dependencies ensure that tasks are completed in the correct sequence, within the planned timelines.
• Real-time progress tracking: A progress bar has been included to provide clear visibility of task completion across all departments. Stakeholders could immediately identify bottlenecks and pending tasks, enabling quicker resolutions.
• Enhanced reporting and KPIs: Real-time dashboards are now in place to offer insights into completed tasks, overdue assignments, and overall progress. Key performance indicators (KPIs) are available to highlight process inefficiencies and areas for improvement while increasing stakeholders’ engagement and accountability.
• User-friendly/ modern interface: The app features a sleek, interactive interface designed to provide a seamless user experience. With multiple personalised views and filters, users can fully customise their experience to suit their unique needs, such as saving a default configuration tailored to their daily workflows. The intuitive and user-friendly design empowers users to get started effortlessly, eliminating the need for training. Additionally, the app offers versatile layout options—including grid view, Kanban, and tab view—ensuring users can maximize its functionality and efficiency.
• Notifications and task reminders: Customised automatic notifications for overdue tasks and upcoming deadlines have now been implemented to keep the relevant stakeholders on track. Status updates occur in real time within defined timeframes, which improves task traceability.
• Collaboration and history: Users can now comment on tasks and attach relevant files directly, streamlining collaboration and ensuring all task-related information is easily accessible. Additionally, a full task history provides an audit trail for accountability and future reference.
• Administration and reference data management: With an admin section within the app, IT teams have full autonomy to configure task lists, dependencies, and workflows without external assistance.

Conclusion

By integrating task management, progress tracking, and reporting into one cohesive application, we streamlined the client/property onboarding and offboarding. The solution provided our customer with improved task visibility, reduced delays, and empowered teams to collaborate efficiently.