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 often arrive unprepared, missing key documents, payment proof, or check-in IDs simply because instructions weren’t sent in time or weren’t clear enough to act on.

Overloaded Front Desk

During peak move-in windows, your teams are stretched thin - juggling resident queries, manual paperwork, and unpredictable arrivals, all while trying to deliver a warm welcome.

Generic Communication

Sending generic emails leads to confusion. When every resident receives the same message; regardless of location, date, or needs, it creates more questions than answers.

Scattered Arrival Data

Key arrival details like document submissions, time slots, and notes often sit across inboxes and spreadsheets, causing delays, double work, and a lack of visibility for your staff.

Missed FAQ Opportunities

Most check-in days are clogged with the same questions - “What time can I arrive?”, “Where do I park?” - taking up valuable time that could’ve been saved with proactive automation.

Inconsistent Experience

Without a centralised process, each property handles move-ins differently; making experiences feel uneven, reducing resident trust, and adding complexity to operational oversight.

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

Launch ready-to-go check-in journeys with just a few clicks. Our templates are designed to send the right messages, reminders, confirmations, welcome guides at exactly the right time without manual input.

Multi-Step Reminders

Turn overwhelming move-in prep into manageable steps. From document uploads to payment confirmations and parking instructions, WorkFlo breaks the process into clear nudges delivered across multiple channels.

Dynamic Messaging

Not every resident is the same and your communication shouldn’t be either. Automatically personalise each message based on resident type or check-in time so they always get the info that’s most relevant to them.

Automated FAQ Handling

Free up your team by letting WorkFlo handle repetitive questions instantly. Whether it’s “Where do I collect keys?” or “What’s the Wi-Fi password?”, residents get real-time answers across all channels.

Arrival Slot Scheduling

No more crowding at the front desk. Group in tenants at different arrival slots, so you can space out check-ins, reduce lobby traffic, and keep things calm and coordinated on move-in day.

Built-In Escalations

If a resident misses a step like forgetting to upload ID or complete payment, WorkFlo flags it early and routes the issue directly to onsite teams. That means no surprises on arrival day, just seamless handovers and prepared staff.

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 check-in interaction is auto-logged in your CRM. This includes conversations across all channels. Each interaction is time-stamped, categorised, and tracked. VerbaFlo also integrates with third-party CRMs to centralise check-in support workflows.

Direct Ticketing System Sync

Issues raised during check-in like room key malfunctions, missing welcome packs, or access delays are instantly converted into support tickets. VerbaFlo syncs with platforms like Jira & ClickUp to auto-create and assign these tickets.

Smart Query Tagging and Routing

All incoming check-in queries are automatically tagged by category (e.g., key access, arrival timing, Wi-Fi setup) and urgency level. Based on this, the system either responds instantly with the right information or routes the issue to the relevant team member.

Unified Communication Inbox

All check-in-related conversations are funnelled into one unified inbox. Your team gets full visibility into resident arrivals, key collection queries, access issues, and pre-arrival communication without jumping between platforms.

Built for All Kind of Support Query

From "Where do I collect my keys?" to "Can I check in early?", VerbaFlo is trained to understand and respond to the full spectrum of check-in questions. It adapts to your check-in process & location-specific rules.

Data-Driven Support Insights

Track spikes in check-in queries, identify recurring arrival-day issues, and monitor how fast your team is resolving them. VerbaFlo’s built-in analytics dashboard gives you complete visibility into response times &unresolved queries.

See What Our Users Are Saying

VerbaFlo has become an integral part of how we drive occupancy across our buildings. The way it captures and routes student interest feels effortless, yet the outcomes have been anything but ordinary. In just a short time, we saw hundreds of verified contacts and over £1.4 million in confirmed bookings. What’s most impressive is how intuitive the system feels, both for our team and for the students interacting with it. It doesn’t feel like tech; it feels like a real extension of our leasing process.

Laura Kurt

Managing Director

Fusion

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

Laura Kurt

Managing Director

Fusion

Bay Downing

Co-CEO

Downing

Max Bielby

COO

Vita Group

Umang Gandecha

Executive Director

Londonist

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.