The tenant portal

Overview

The Flatfox tenant portal is an extension of the existing ticketing system, which allows tenants to report damages in their flat or property digitally. However, this system only allows tenants to create a ticket and get in touch with the property manager.

The next step was to give the property manager themselves the opportunity to contact their tenants and thus create an all-round digital experience.

Problem definition

Property Manager are always in contact with their tenants. This communication normally takes place via various channels (e-mail, telephone or letter). This leads to a more difficult overview and additional work, as well as manual work steps for sending letters.

My role

Research

Pitching

Interaction & Visualdesign

Prototyping

Testing

January 2023 - September 2023

Needs of the property managers

Through interviews with the property managers, important pain points, needs and requirements were honed more precisely:

Communication via various channels (telephone, e-mail or letter post) makes it difficult to keep track of everything.

It must still be possible to communicate with tenants by post in certain situations for reasons of proof.

It is important to be able to filter the tenants by rental property type, e.g. to only write to those with rented parking spaces.

It must be possible to write to not only current tenants, but also tenants who have moved out or are just moving in.

Screen Design

Receiver

Tenants are automatically added based on the selected property.
Tenants have additional information such as "rented property type" or saved e-mail address.
A filter can be used to set the selection of tenants. Possible settings: Property type, language, active tenancy.

Enter message

The subject and message are visualised as a mail client in a common design pattern.
The recorded message can be viewed directly in letter format as a preview.
There is an option to suppress the tenant's response. The tenant is redirected to the ticketing system when replying.