Case study / A Cleveland property manager
12hours a daygiven back to four coordinators who spent their days researching tenants across five systems.
The problem
One owner question. Four systems. Half a day.
Rent in Buildium. Turnovers on Monday.com. Invoices in Joist, inspections in HappyCo, the rest in Excel. Four coordinators spent 4 to 5 hours a day each stitching it together by hand.
What we built
Five systems in. One screen out.
- Buildiumaccounting, leases, rent and owners
- Monday.comunit turnover boards
- Joistestimates and invoices
- HappyCoinspections
- Excelabout six workbooks
The Sentinel Application
One screen for every owner, unit and tenant
Refreshed every hour, every number showing its source.
- Owner reportsportfolio totals in plain sentences
- Unit turnsstage, days sitting, what it waits on
- Rent roll and delinquencypaying, late, in eviction
- Mismatches flaggedwhere two systems disagree
This is it
Click around. Every page works.
A working copy of the Sentinel Application on made-up owners and numbers.
Owner portfolio report
Owner
Every figure shows its source.
Press the i on any number and it names the system it came from and when it was last checked.
Where two systems disagree, it says so.
A unit marked vacant in Buildium with no turnover card in Monday shows up as a line to fix, not a surprise at month end.
Owner questions answered on the phone.
The portfolio summary is written in plain sentences, so staff read it to the owner while they are still on the line.
The result
Seconds instead of hours. The company kept every tool it already used, and nobody changed how they enter data on day one.
How the number was worked out: four coordinators spent 4 to 5 hours a day each researching tenants, 16 to 20 hours in all. About 12 of those hours now go to leasing, turnovers and owners.
- 12 hrs
- a day of coordinator time back
- 4
- coordinators, 4 to 5 hours a day each
- 10 wks
- from first meeting to live
Running your day across five systems?
Tell us which questions take too long to answer. We will tell you what one screen for your business could look like.