Must the establishment be a separate platform from the tenants' self-service?

This is usually the first phase of service for the same tenant. Separate project management is required for the complex installation of premises, but the tenant's documents, decisions and transfer information should still remain on its general service path.

How do you display a state where repairs are done by an outside contractor?

The tenant receives the object manager's confirmed information about the reception, plan and actual result. Internal steps of the contractor are translated into an understandable service state, rather than simply copied as the final answer.

How do you check if self-service has reduced service work?

Comparisons are made between tenant and administrator working hours, number of additional contacts, and issues resolved. This allows verification that self-service facilitated service, rather than merely moving requests to another channel.

What does the building manager need to prepare before opening up the self-establishment service to tenants?

There must be clear stages of establishment, responsible employees and what confirms the technical and contractual conditions. Self-service provides the tenant with relevant actions and their course. If the approvals are not managed internally, the portal only shows the wait, so this order must be reconciled with its creation.

Tenant move-in and service portal

The tenant aligns the installation work, submits documents and later applies for services. The administrator sees previous agreements and remaining issues.

The tenant's repeated appeal is not linked to a previous request, approved work, or an unexplained account state. The administrator does not notice a recurring problem, and the tenant must reinterpret the same situation.

How the solution works

The tenant and administrator combine the work and documents needed to set up.
The premises are handed over and the continuation of unfinished work is clearly determined.
Subsequent tenant requests, services and documents are linked to his contract and previous service history.

Key challenges

Uncompleted tenant service problems remain unnoticed
Tenant entry uncoordinated

Solution capabilities

Tenant representatives

The rights are determined by the company, premises and liability. The employee making the technical enquiry does not necessarily see the rental price.

Establishment works

The parties see the necessary documents, works and dependencies prior to the agreed transfer, including the submission of tenant contractors.

Transfer of premises

The transferred area, documents and unfinished work are retained together with responsible follow-up.

Daily service

The tenant makes a site-specific request, sees its course and can supplement the same issue.

Services and billing documents

Accounts, their explanations and general service reservations are provided from responsible systems while maintaining their status of approval.

Business context

Uncompleted tenant service problems remain unnoticed: The tenant's repeated appeal is not linked to a previous request, approved work, or an unexplained account state. The administrator does not notice a recurring problem, and the tenant must reinterpret the same situation.
Tenant entry uncoordinated: Tenant installation, landlord preparation and required approvals are planned separately without separating the terms of transfer and start-up. The target date seems achievable, although one affiliation has not yet been accepted and the tenant cannot begin the agreed use.
Tenant's relationship with the manager extends from establishment: It is important for the tenant to start operations in time and then solve service issues easily. Linked establishment work and service history allow to continue agreements between teams. Clearly completed problems provide more ground for smooth cooperation and future lease extension conversation.

Core features

Tenant representatives
Establishment works
Transfer of premises
Daily service
Services and billing documents

Key integrations

Management of services and technical works: Request acceptance, plan and actual result with required validation.
Grounds for Rent and Access Rights: Tenant's premises, permitted services and representative powers.
Accounting documents: An account for the tenant, its approved status, and the relationship of explanation.
Reservation of general services: Actual availability of the service or resource and confirmed or denied reservation.
Rental Contract Management: The room, the obligations of the parties and separate start conditions were agreed upon.
Installation and technical works processes: Work, obstacles and confirmation that the room or system is ready for use adopted by the contractor.
Access and service systems: Request for or change of access, confirmed user rights and access system response.
Tenant Submission Channel: Submission and reply of the document, decision and transmission.

Potential impact (%)

The ranges indicate an illustrative relative change in the metric under the stated assumptions. Results depend on the starting position and actual use of the solution. Percentages for different metrics must not be added together.

Re-interpretation of the tenant's situation

12–36%Decreasing

This illustrative scenario assumes that 30-60% of manual data entry and handover work can be addressed. That share is assumed to fall by 40-60%. Company data is needed to verify both the addressable workload and the resulting change.

Additional contacts and active recovery time for similar types of issues are measured.

Waiting caused by untransmitted preparedness decision

6–25%Decreasing

This illustrative scenario assumes that 20-50% of waiting caused by missing information or unclear responsibility can be addressed. That share is assumed to fall by 30-50%. Company data is needed to verify both the addressable share and the resulting change.

The estimated waiting time assigned to the approved coordination reason is for cases of similar installation volume.

Part of negative feedback on the organisation of accommodation in rented premises

5–20%Decreasing

Indicative assumption: 20-40% of negative reviews relate to unmatched tenant establishment work. The solution could reduce this share by 25-50%. This is a scenario of potential; assumptions need to be verified by feedback collected by the company.

When a company starts collecting reviews, negative reviews about the organization of the installation in the rented premises are counted from all evaluations received on this topic. The same method of evaluation is applied before and after installation and similar customer groups are compared. Without initial data, the actual change is not determined.

Conditional calculation scenarios. The assumptions have not been validated against client measurements.

When this solution is relevant

The tenant reports the same fault for the third time, but each appeal is started without a history of previous repairs.
The contractor closed the internal task, and the portal declared the matter resolved, although no service approval was yet required.
All teams plan on the same date, but the tenant contractor has not yet received a condition to begin their work.
The premises have been partially transferred, but the administrator cannot separate the services already started from the remaining outstanding obligations.

Implementation requirements

The tenants portal is compatible with the areas transferred, the parties' installation works and representatives' rights. The transfer of premises, remaining defects and service requests have clear adopters and a connection to the lease agreement.

Frequently asked questions

Adapting the solution to your business

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