Persilstraat 52, 3020 Herent

Efficient Management of Student Housing

Context

VIVES Hogeschool manages around 900 student rooms. Its goal is to provide students across its campuses with high-quality and affordable housing. Managing all aspects of these student accommodations was a challenge for the responsible teams. Their data was scattered across multiple systems and files, and manual processes were time-consuming. This resulted in limited visibility and inefficient follow-up.

Their newest building, “The Sky,” further increased the number of student rooms. Therefore, VIVES was looking for a future-proof solution to largely automate student housing management and centralize all information about buildings, units, tenants, and contracts for all stakeholders.

What did we achieve?

We implemented our real estate and student housing management solution, VastFlow, for VIVES Hogeschool.

The primary goal of VastFlow is to centralize all data related to real estate and rentals in one place. Many daily management processes at VIVES are digitized and automated, including:
  • A central system containing all rental data
  • Generating contracts with one click
  • Contracts signed through an automated digital flow
  • Property condition reports created via the VastFlow mobile application
  • Students applying through an integrated tenant platform
  • Students accessing relevant documents during their contract
  • Staff easily matching available rooms with prospective tenants
  • Invoice generation through the accounting system
  • Feedback into VastFlow to centrally track payment arrears
Importantly, this is not a fully standard solution. VastFlow is highly configurable, allowing VIVES to determine what data is collected, where, and when. Processes were also tailored to their specific needs.

Additionally, the entire solution is white-label. Like every VastFlow client, VIVES has an environment fully aligned with its own branding, and the platform runs directly on the VIVES domain.

Added value

The new platform offers strong benefits for the VIVES team:
  • Centralized management of all student housing data
  • Full integration with the internal accounting system
  • Automated contract handling and administrative processes
  • Less manual work and fewer errors
  • Clear insights into housing units, contracts, applicants, and their status
  • Greater control over follow-up and operational processes
  • Reliable and consistent data within the system
  • White-label solution fully aligned with their branding

More about this use case?

Contact us for more information