Checkin Assistance

The Friction Hiding in Your Arrival Process

Manual move-in coordination creates bottlenecks, inconsistent experiences, and unnecessary pressure on staff.

Last-Minute Information Gaps

Residents arrive without the right documents or payment confirmations due to missed or unclear pre-arrival instructions.

Overloaded Front Desk at Peak Times

Teams scramble to manage queues, answer FAQs, and process paperwork all at once.

Generic Communication

Every resident gets the same generic email, regardless of move-in date, property, or requirements

Scattered Arrival Data

Documents, arrival times, and notes are stored in multiple places, slowing down check-in.

Missed FAQ Opportunities

Simple, repetitive questions clog up staff time during the busiest moments.

Inconsistent Experience Across Locations

Different properties follow different arrival processes, making service quality uneven.

WorkFlo-Led Solutions for Seamless Check-In

With WorkFlo, your check-in process becomes a predictable, automated flow that keeps residents informed and teams in control.

Pre-Built Campaign Templates

Set up move-in campaigns that automatically send the right information at the right time.

Multi-Step Reminders

Break down arrival prep into clear steps - document submission, payment confirmation, parking info delivered over several nudges.

Dynamic Messaging

Tailor content by resident type, property, or arrival date for maximum relevance.

Automated FAQ Handling

Answer repetitive queries instantly via WhatsApp, email, SMS, and chat.

Arrival Slot Scheduling

Offer self-service time booking to spread arrivals evenly and avoid lobby congestion.

Built-In Escalations

Flag incomplete steps (like missing IDs) to onsite teams ahead of arrival day.

Seamless Check-Ins, Powered by AI.

Turn first impressions into lasting ones with fast, structured, and fully supported resident check-ins.

Full CRM Integration

Every resident interaction across all channels are automatically logged into your CRM. From first contact to resolution, every message, status, and follow-up is captured and time-stamped for complete visibility and reporting for your team. VerbaFlo can also integrate with third-party CRMs.

Direct Ticketing System Sync

Raise, track, and close tickets directly from the conversation. VerbaFlo integrates with platforms like Jira, ClickUp, and Zoho Desk to auto-create tickets as soon as an eligible query is received, with the resident’s details and context embedded.

Smart Query Tagging and Routing

Every incoming query is tagged by category (e.g., maintenance, billing, WiFi) and urgency level. The system then automatically routes it to the appropriate internal team or triggers an automated response; ensuring no ticket is ever misrouted or delayed.

Unified Communication Inbox

All conversations across WhatsApp, chat, and email feed into one clean dashboard. Your team gets a real-time view of all open queries, assigned tickets, and past interactions; eliminating channel-hopping and disjointed follow-ups.

Built for All Kind of Support Query

From maintenance issues to billing questions, onboarding guidance to contract terms; VerbaFlo is trained on your business model, not just maintenance workflows. It understands the tenant lifecycle end-to-end

Data-Driven Support Insights

Track trends in support volumes, query categories, resolution times, and team performance. VerbaFlo’s built-in analytics help you identify where residents need the most help and how your team can work smarter, not harder.

AI-Powered Communication Across Every Channel

Seamlessly connect with students across voice, chat, email, and WhatsApp, all from a single AI layer. VerbaFlo ensures every interaction is handled with speed, accuracy, and full context.

VerbaCall

VerbaCall is our AI-powered voice assistant built for leasing, maintenance, and general inquiries. It supports both inbound and outbound calls, understands natural speech, and intelligently escalates complex issues when needed. VerbaCall brings human-like clarity to voice interactions, at a fraction of the operational cost.

VerbaMail

VerbaMail automates Email Communication for lease renewals, payment reminders, policy updates, amongst others. Designed to handle multi-tenant workflows, VerbaMail keeps operations running smoothly while integrating seamlessly with your existing CRM or PMS.

VerbaChat

VerbaChat takes care of post-enquiry follow-ups, document nudges, and ongoing tenant communication through WhatsApp & WeChat. From lease reminders to policy confirmations, it automates the backend of conversations while maintaining full context across threads.

VerbaMessenger

VerbaMessenger is VerbaFlo’s AI-powered web chat built for high-intent, high-volume student traffic. It sits directly on your website, qualifying leads, resolving FAQs, and sharing real-time information on pricing, availability, and lease terms. Fully customisable and active 24/7.

See What Our Users Are Saying

Working with VerbaFlo has been transformative for Downing. Their innovative AI solutions have significantly enhanced our operational efficiency and project management capabilities. The seamless integration of their technology has not only streamlined our processes but also driven substantial automated improvements in our business outcomes. VerbaFlo's proactive approach to addressing our needs have made them an invaluable partner. We look forward to continuing our successful collaboration and achieving even greater milestones together.

Bay Downing

Co-CEO

Downing

The Verbaflo team match our ambition every step of the way. Their problem solving, commitment and market knowledge have combined to deliver a constantly evolving communications solution that is driving our business performance. We’re looking forward to working with Verbaflo in partnership on this journey to transforming the way we interact with customers, finding them the most suitable accommodation option that will help them succeed at university through a frictionless process.

Max Bielby

COO

Vita Group

Working with VerbaFlo has been a game-changer for our business. Their AI-driven insights have transformed how we understand and engage with our global student audience, leading to sharper decision-making and measurable improvements across our marketing and sales strategies. We've seen a clear uplift in conversions, better alignment with student expectations, and improved campaign performance in key international markets. The platform is intuitive, the support team is outstanding, and the value we've gained far exceeds expectations. VerbaFlo is setting a new standard in data-driven growth for our sector.

Umang Gandecha

Executive Director

Londonist

From the very first conversation, VerbaFlo stood out. They really took the time to understand what we needed and never tried to push a one-size-fits-all solution. The sales process was refreshingly straightforward—no hard sell, just a genuine interest in building something that worked for us. Since then, they’ve been incredibly responsive, collaborative, and open to feedback at every stage. At Unilife, we’ve always said we’d only launch AI solutions if they genuinely improve the student experience, and VerbaFlo have helped us do exactly that. The end product strikes the right tone and adds real value—we’re absolutely delighted with it.

Richard Powell

COO

Unilife

Bay Downing

Co-CEO

Downing

Max Bielby

COO

Vita Group

Umang Gandecha

Executive Director

Londonist

Richard Powell

COO

Unilife

Frequently Asked Questions

Key information to help you explore, understand, and implement VerbaFlo.

Can VerbaFlo integrate with our existing customised workflows?

Yes. VerbaFlo is designed to adapt to your existing workflows. Our system is API-first and modular, allowing seamless integration with your unique processes, tools, and data flows without requiring major operational changes. Plus, our in-house team of top-tier AI engineers can customise and implement specific workflows tailored to your business needs.

What is the typical deployment timeline for VerbaFlo?

Deployment typically takes 4-6 weeks, depending on your current system architecture and integration scope. Our onboarding team works closely with your technology and operations teams to ensure a smooth and efficient rollout.

Can the AI be aligned with our brand’s tone of voice and communication guidelines?

Yes. VerbaFlo’s AI is fully customisable to reflect your brand’s tone, voice, and communication style. Whether you want it to sound professional, warm, witty, or even switch between tones; we make it possible. You’ll have access to a dedicated AI Playground on the dashboard, easy to use and entirely controlled from your end. This gives you the flexibility to update messaging, define tone, choose the AI’s voice or gender, and fine-tune responses as your brand evolves. Every conversation stays consistent, intentional, and on-brand; at scale.

How is the AI trained and updated on an ongoing basis?

VerbaFlo’s AI is continuously improved through supervised learning and real-time feedback loops. Your team can flag conversations, update responses, or request tone adjustments all of which are reviewed and fine-tuned by our AI trainers to keep the system aligned with your evolving needs.

Can VerbaFlo qualify leads automatically?

Yes. VerbaFlo automatically qualifies leads in real time during conversations. It captures key details like location, move-in date, room type, and urgency, then uses AI-based logic to score and categorise leads based on their intent. This helps your team focus on high-priority enquiries while the rest are routed through smart nurturing flows.

What kind of lead details can VerbaFlo capture?

VerbaFlo captures all the essential lead details directly through conversations. This includes location preference, move-in date, budget, room type, university details, nationality, and even intent signals like urgency or interest level. Everything is synced to your dashboard in real time for easy tracking and follow-up.