customer cases

UBSBOLIG A/S

ubsbolig a/s win-win situation with automaTION

UBSBOLIG A/S is a management company specializing in student housing as well as classic property portfolios, serving both public and private clients. With a wide range of services, UBSBOLIG A/S assists with everything from maintenance budgets and accounting to move-ins and move-outs, lease agreements, and complaint handling. Naturally, this type of work involves a lot of paperwork. Until recently, much of this paperwork was handled manually, which was time-consuming and inefficient. But thanks to Documendo, many of these processes are now automated and made more efficient.

Kristoffer Kristensen, property manager and professional leader at UBSBOLIG A/S, describes his daily work as varied with a wide range of tasks. One task that always has a place in Kristoffer’s work is the annual student housing inspection, due to UBSBOLIG A/S’ extensive portfolio of student and youth housing. Kristoffer’s work is also characterized by periods of high activity, especially during move-in and move-out periods. Therefore, it is crucial for him to maintain an overview during these times. The student housing inspections could quickly become a busy period as UBSBOLIG A/S manages over 3,000 student and youth housing units, with Kristoffer personally responsible for over 800 of them.

“IT HAS GIVEN ME MORE OVERVIEW AND TIME FOR THE MANY TASKS I HAVE ON THE SIDE. FURTHERMORE, A LOT OF MANUAL WORK HAS BEEN LIFTED OFF MY SHOULDERS.”

Win-win situation, WITH GREAT SATISFACTION

“The best part about integrating Documendo is the number of inquiries we haven’t received. Many students want to get their housing inspections out of the way quickly. Previously, I could have 300 messages in my inbox the day after sending out notifications. Now, only about 10-20 messages come in per day. This is much more manageable, allowing me to service those who need help more quickly and efficiently. It has given me more overview and time for the many tasks I have on the side. Furthermore, a lot of manual work has been lifted off my shoulders. Now, there are far fewer inquiries, and students find it easier to complete the housing inspection. Integrating Documendo’s solution has truly created a win-win situation. There is satisfaction both internally and among our customers,” says Kristoffer.

Immediate response on the housing inspection

Previously, the housing inspection process was extensive and performed manually. It involved email correspondence between UBSBOLIG A/S and the students, directing them to the UBSBOLIG A/S website to find the necessary documents. Students had to download, print, and fill out forms, then sign and send them back to UBSBOLIG A/S. Typically, students would only receive a response months after completing the inspection, leading to uncertainty about their housing situation. This unnecessary stress added pressure on students who were already busy with their studies. The process was not only time-consuming but also resource-intensive for both the students and UBSBOLIG A/S.

Documendo’s solution, however, has revolutionized this process. Automated reminders are sent out, and UBSBOLIG A/S can now monitor each student’s progress in a streamlined system. The integration of digital signatures with MitID has also made the process more secure and efficient. Digital signatures make life easier for the students as they no longer have to search for documents, find access to a printer, fill out forms physically, scan them back in, and send them to UBSBOLIG A/S. Most young people are accustomed to navigating digitally, and this way, the process is also shorter. Additionally, students receive immediate responses, avoiding the stress over their housing situation.

“IT BECOMES EASIER FOR THE STUDENTS, AND THEY GET AN IMMEDIATE RESPONSE WHETHER THEY ARE APPROVED OR REJECTED. IT IS ALSO REALLY GOOD FOR OUR BRAND IF WORD SPREADS AMONG THE STUDENTS ABOUT HOW EASY THE INSPECTION IS WHEN DONE WITH UBSBOLIG A/S.”

improved responserate

Kristoffer notes a significant improvement in response rates from the students after implementing Documendo. The automated process has not only freed up time and resources but has also improved the service level and reduced the number of inquiries to Kristoffer. Last year, over 31% of the 800 students Kristoffer managed were terminated because they did not complete their housing inspection on time. Now, that number has been significantly reduced to just 18% terminated this year. Additionally, Kristoffer can quickly and efficiently review all inspections digitally and export the data to a structured Excel report—a positive change from working with physical folders.

“It has really helped that the students don’t need to actively print anything; everything happens digitally and is a 1,000 times easier. With the consolidated report, we also gain insight into the mix of students at each dormitory. This is interesting for us, but especially for the individual dormitories, so they can ensure the desired diversity. At the same time, we can monitor how many have received our email and started the process, now that it is all digital. This gives us more insight and overview. It has really been great!” says Kristoffer.

Can see a lot of opportunities with Documendo

Due to UBSBOLIG A/S’s large portfolio, there are many move-ins and move-outs each year, corresponding to about 25% of all the student housing they manage. While the initial inspection at move-in is still done manually, UBSBOLIG A/S has already decided to digitize this process with Documendo as well.

“It will be a huge plus to familiarize the students with the digital inspection process from the very beginning. That way, they know exactly what to do next time and how easy it is. This will only further increase the response rate in the future. We have seen great potential with Documendo from the start but wanted to implement it gradually. We started with the annual inspections and are now in the process of implementing it for move-ins. Next year, we will also use the solution to conduct a follow-up after the annual inspection, where the students will complete an extended inspection. It will be really exciting to try because it will save us a lot of time here,” says Kristoffer.

A collaboration on creating a tailored solution

“I have also been really surprised by how responsive Documendo has been to our ideas. The entire process has been a collaboration to tailor the solution to our needs. Documendo has been quick to implement our requests and sharp in understanding what we need internally as well as what our customers are missing. There are some adjustments we want for next year, and Documendo has already provided various solutions. We are very satisfied,” says Kristoffer.

UBSBOLIG A/S has achieved better results with less input by integrating Documendo’s solution into their business, and Kristoffer praises Documendo for their responsiveness and willingness to collaborate in developing customized solutions. Therefore, UBSBOLIG A/S sees the potential for deeper integration of Documendo in the future.

With Documendo, UBSBOLIG A/S has not only automated their workflows but also improved quality, efficiency, and job satisfaction. Additionally, great value has been created for their customers, who also benefit from the much easier handling of their housing inspections. It makes a big difference for them that they no longer need to spend unnecessary time or resources on inspections—everything can be done digitally, in an intuitive flow, and in less time.

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