VervLife is a property management company operating across build-to-rent, coliving & single-family homes, supporting residential communities across multiple sectors.
The challenge
When VervLife first launched, they needed to make important software decisions that would shape how the business managed marketing, sales & customer relationships.
As a property management company working across build-to-rent, coliving & single-family homes, VervLife needed a system that could support multiple buildings, brands & teams from a single place.
The immediate requirement was to manage marketing & sales activity. But the platform also needed to be flexible enough to grow with the business, with the potential to expand into customer service tools & wider operational use over time.
The key challenge was complexity. VervLife needed one account that could support multiple buildings, while still keeping each building’s data, teams & communications properly separated.
That meant the system needed to:
- Manage enquiries across multiple buildings
- Segment contacts, leads & deals by location
- Keep building-specific teams focused on their own data
- Protect visibility between separate client buildings
- Support different branded communications from one account
- Create a scalable foundation for future growth
What we did
We worked with VervLife from the early stages of the business to support their software strategy & HubSpot onboarding.
We recommended HubSpot as the right platform because it could meet their immediate sales & marketing needs, while also giving the business room to expand into more powerful CRM, automation & customer service functionality over time.
HubSpot onboarding & platform strategy
We started by helping VervLife understand how HubSpot could support their operating model.
The goal was not just to set up a CRM. It was to create a system that could grow with the business as more buildings, teams & customer journeys were added.
- Recommended HubSpot as the core CRM platform
- Planned the setup around future growth
- Focused first on marketing & sales activity
- Designed the account to support wider operational use later
This gave VervLife a clear technology foundation from the start.
Multi-building CRM structure
One of the most important parts of the project was making sure multiple buildings could be managed inside a single HubSpot account.
We configured the CRM so enquiries could be segmented by building, giving VervLife a clear way to organise contacts, leads & deals across different locations.
This allowed each building to have its own enquiry flow, while still keeping everything inside one central HubSpot portal.
- Created building-level segmentation
- Structured enquiries by location
- Set up pipelines to organise lettings activity
- Built a scalable model for future buildings
Team-based permissions
The multi-building setup also needed strong data controls.
Teams working on one building needed access to the records relevant to that building, but should not have visibility of data for other buildings or clients.
For example, the team working on ARK Wembley needed to see the contacts, leads & deals connected to ARK Wembley, but not records linked to The Locks, Paradise View or other client buildings.
We managed this through a combination of location-specific teams & detailed permissions, ensuring users could access the data they needed without exposing information that was not relevant to their role.
- Created teams for each location
- Configured permissions around building-level access
- Restricted visibility between separate buildings
- Protected client-specific data inside one HubSpot account
Branded communications for multiple buildings
VervLife also needed to send communications that matched each building’s brand.
Because multiple buildings were managed from the same HubSpot account, we created a set of branded email templates for different locations.
This meant enquiries could receive the right confirmation emails, follow-ups & branded messages depending on the building they were interested in.
- Designed multiple branded email templates
- Aligned communications to each building’s identity
- Supported several brands from one HubSpot account
- Improved consistency across customer touchpoints
Workflow automation
We built workflows to connect the full enquiry journey together.
When an enquiry came in, HubSpot identified the relevant building, sent the correct branded thank you email & assigned the enquiry to the right team.
This helped reduce manual admin, improve response consistency & ensure each enquiry followed the right route from the start.
- Routed enquiries by building
- Sent building-specific confirmation emails
- Assigned enquiries to the correct team
- Reduced manual processing for new leads
The outcome
VervLife launched with a HubSpot setup designed around the realities of managing multiple residential buildings, brands & teams.
The system gave the business one central CRM for marketing & sales activity, while still allowing each building to operate with the right permissions, pipelines & branded communications.
The project delivered:
- 1 HubSpot account supporting multiple buildings
- Building-level segmentation across key records
- Team-based data visibility controls
- Branded email templates for different locations
- Automated enquiry routing & follow-up
- A scalable foundation for future customer service use
Most importantly, VervLife had a CRM setup that could support growth across build-to-rent, coliving & single-family homes.
Rather than creating separate systems for each building, VervLife could manage multiple operations from one HubSpot account, with the structure, permissions & automation needed to keep everything organised.
