Legendary property manager Helen Rolfe talks about the power of Forms Live integrations - urging agencies to embrace software integrations.
The relentless demands of juggling clients, tenants and ensuring paperwork is accurate and legally compliant often leave property managers feeling time-starved and overwhelmed.
As the latest Forms Live Lunch & Learn webinar revealed, it doesn’t have to be that way.
Experienced property manager and consultant Helen Rolfe urged agencies to embrace software integrations that transform workflows and ease the burden on property managers.
In conversation with Forms Live General Manager Anita O’Connor, Helen said she would often walk into agencies and see property managers with multiple windows open, toggling between each application and trying to keep track of what they were doing.
"My passion lies in simplifying the workday," said Helen. “And that means eliminating the chaos of juggling multiple systems".
“Integrations are imperative to all businesses, especially if you've got a team."
Forms Live – the largest provider of legally compliant real estate forms in Australia – is also a leader in integrations with other software solutions.
It has completed more than 100 integrations with companies such as DocuSign, Dye & Durham, Equifax, Scantek, PropertyMe, PropertyTree, Eagle Software, Ailo and many more.
So, what is an integration, and why has Forms Live focused on delivering so many for its customers? Here are five key reasons for integrating Forms Live with other software applications used in agencies.
Data Sharing: Integrations allow data to flow between applications automatically. For example, customer information entered in a CRM (customer relationship management) system can be automatically transferred into Forms Live. This prevents time-consuming and error-prone double entry.
Functionality Sharing: One application can use the features of another. While inside Forms Live, you can leverage the functionality provided by an agency’s CRM system.
Process Automation: Integrations can automate tasks that would otherwise require manual intervention.
Improved Workflow: By connecting a variety of software applications, integrations can streamline workflows, reduce errors and improve efficiency.
Enhanced User Experience: Integrations can provide a more seamless and unified experience, bringing together information and functionality from multiple sources.
Helen Rolfe, who has more than 32 years experience in real estate and is regarded as an expert in the field of property management, told the webinar audience: “I’ve been in real estate agencies, and you see (staff) with multiple pages open. The challenge is, they're juggling multiple platforms, manual data entry and compliance.”
Webinar host Anita O’Connor explained that integration was more than a simple connection. She said it was about “the flow of information in both directions”.
She said: “Data from your CRM and trust accounting software can be pushed into Forms Live to populate compliant forms, eliminating manual data entry. Conversely, information can be pushed out for tasks like sending documents for signing.”
As Helen pointed out, integrating with services like utility providers could unlock new revenue streams. She said: "You can have that integrated with Forms Live so that when those documents are going out, it's also going to your utility provider.” She said agencies that could be missing out on revenues.
Helen also urged agencies to integrate “with your trust platform or your CRM – that's another opportunity for the business to be making money”.
"We shouldn't have to be going from one platform to the other – they should sync. If you choose to use a template, that template should hold everything. We should be able to go in, add your tenancy, new landlord, and press the button.”
Helen encouraged property managers to use templates to make their work more efficient and reduce their own stress levels. While you would have to invest a few hours in setting up these templates, they would be an immediate time-saver.
She told the webinar audience: "A lot of the times I find in PM, people want to add their own (templates) – maybe a maintenance plan or emergency plan – documents that aren't necessarily on Forms Live. You can load that into that same template, so you don't have to pull five or six documents together, which I do see people doing.”
Host Anita O’Connor reinforced this benefit, saying: "You can create a template; let's say it's a tenancy agreement. You can include PDFs with information on tenant guidelines and maintenance. These can be attached to your template. So, every time you generate data from your CRM, a form is created from this template so you can send it out easily. This not only saves time but ensures consistency and a professional presentation.”
Helen acknowledged that setting up these templates required an initial time investment, but the long-term benefits were undeniable.
"Yes, we know we should do it, and it does take time to sit back and check your templates and your procedures, and put them in place. But once they're in place, you run with it.” Helen said she would help property managers set up their templates to “make sure they've got that all ready to go”.
As Helen Rolfe emphasises, the industry is moving towards seamless integration. Agencies that fail to adapt risk falling behind. By integrating solutions into Forms Live, property managers can streamline their processes, reduce errors, and ultimately deliver a superior service to their clients.
The message is clear: integration is the key to unlocking efficiency and staying competitive in today's dynamic real estate landscape.
If you have any ideas or questions that you’d like to explore on Forms Live’s Lunch & Learn webinars, please do not hesitate to contact us via support@formslive.com.au
The Forms Live platform is the leading provider of forms and contracts for the real estate industry around Australia and is owned by Dynamic Methods. It is used by 8,500 real estate agencies and more than 50,000 agents and managers. More than 60 million of our forms have been used since launch in 2005 resulting in more than $100m in property sales per month and a further $80m in property leases per month.
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