The Problem
Custom-Built in a Week, Scaled for Growth
A leading real estate group, faced growing operational complexity while managing over 105 apartment communities across the southeastern U.S. Supporting this expansive operation is a lean six-person IT team tasked with managing data access, system performance, and user experience across departments like leasing, operations, and customer support.
The core challenge was scale: deliver accurate, real-time data to the right teams—without burdening staff with excessive links or managing multiple logins for siloed tools. While the company maintained a central “master properties” table as the source of truth, their existing systems lacked fine-grained permission controls. Teams needed tailored access to view and edit linked records, but the available platforms didn’t provide the flexibility or security required.
To support a distributed workforce and reduce friction in day-to-day operations, the company needed a secure, centralized solution that was intuitive for staff to use, flexible enough to accommodate region-specific needs, and robust enough to maintain control across thousands of interconnected records.
Q1
The Solution
One Workspace, Tailored for Every Role
SmartSuite offered the real estate group a single workspace to manage pricing, IT workflows, leasing updates, and regional dashboards. With SmartSuite's permissions engine, they created user-specific views so regional managers could easily access property tickets, pricing data, and customer service activity—without seeing unrelated data.
The IT manager rebuilt their entire system manually in just one week, using:
- Form-based ticket creation with custom dashboards
- A centralized property database shared across all solutions
- Automations triggered by buttons for pricing notifications and email alerts
- Granular viewer/editor roles for flexible record access
- Clean, brand-aligned forms for internal and public use
SmartSuite’s visual layout tools and modular field types made onboarding smoother for non-technical users, while allowing the IT team to scale support without growing headcount.
Q2
The Result
Scaling Property Ops with Structure and Speed
Today, the real estate group manages its full portfolio through SmartSuite—with real-time dashboards, automated workflows, and consistent internal processes across 105 properties.
Their new system allows:
- Regionally filtered views for managers
- Buttons to notify teams of updates and trigger tasks
- Simplified permission management across solutions
- Embedded dashboards to combine forms, task lists, and metrics in one place
“Forms, views, dashboards—it all just works,” the IT manager said. “Even small details like folder views and form design have made adoption easier across teams.”
With SmartSuite, the real estate group has created a secure, structured, and scalable operations hub that can flex with their growth.
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