Feedback collection

Why Most Feedback Never Sees the Light of Day

Feedback is full of valuable signals, yet too often it gets lost in the process. These are the barriers that stop it from driving meaningful action.

Low Response Rates

Generic surveys often arrive weeks after the initial interaction, long after the resident has mentally moved on from the issue. This timing gap leads to extremely low response rates and half-baked insights.

Feedback Stuck in Silos

Resident feedback rarely lives in one place. A comment shared over text, an email sent to a manager, and a complaint raised in-person often end up scattered. With no unified view, support teams are forced to piece together fragments.

No Sentiment Tracking

When managers can’t detect dissatisfaction as it’s happening, they lose the chance to address it before it escalates. Without real-time tracking, frustration builds silently, turning small concerns into major conflicts.

Manual Follow-Up Processes

Even when issues are flagged, the follow-up process is often slow, manual, and inconsistent. Teams juggle spreadsheets, emails, and endless reminders, letting small concerns slip through the cracks.

Traditional Surveys

Generic survey questions miss the mark. They fail to capture the unique pain points of residents across different properties, services, or communities. Instead of actionable insights, teams are left with vague data.

Insights Without Action

Collecting feedback is only half the battle. Too often, data sits in dashboards or reports. Without quick analysis valuable insights lose their impact, leaving residents frustrated and teams stuck repeating the same mistakes.

Turning Insights into Immediate Impact

From in-the-moment surveys to multi-channel sentiment tracking; VerbaFlo ensures every voice is heard and acted upon.

Trigger Feedback Requests Automatically

Automatically send surveys right after key moments, maintenance requests, move-ins, community events, and more, so feedback is captured when it’s fresh and most meaningful.

Capture Feedback Across Every Channel

Meet residents where they already are. Whether through WhatsApp, email, chat, or voice, feedback flows in seamlessly across every channel; making it easy for residents to respond and simple for teams to capture insights without friction.

Context-Aware Routing to the Right Teams

As soon as a resident submits feedback, our system analyses the context and routes it to the right team; leasing, maintenance, or community managers, so conversations are picked up faster and actioned quicker.

Segmented Surveys for Relevance

Tailor your surveys to reflect who your residents are; by age, location, student type, or background. Whether you're gathering move-in feedback or service opinions, VerbaFlo helps you ask the right questions to the right people.

Automated Follow-Up Flows

Trigger the right next step for every type of feedback, whether it's a thank-you note, a maintenance escalation, or a follow-up question. Our automated flows ensure no resident is left waiting, and no insight goes unacknowledged.

Feedback Dashboards for Instant Visibility

From positive reviews to unresolved concerns, track every piece of resident feedback in one real-time dashboard. Filter by building, service type, or team and turn themes into action before problems grow.

VerbaFlo’s Capabilities for Smarter Feedback Collection

Features to make feedback effortless, actionable, and consistently part of your growth rhythm.

Full CRM Integration

Every piece of feedback, whether it’s a survey response, review, or comment - is automatically logged into your CRM. From submission to resolution, all data is captured and time-stamped for visibility. VerbaFlo can also integrate with third-party CRMs to keep your records seamless.

Direct Ticketing System Sync

VerbaFlo integrates with platforms like Jira, ClickUp, and Zoho Desk to auto-create tickets whenever a feedback item requires follow-up. Each ticket includes resident details and context, ensuring accountability and timely resolution.

Smart Query Tagging and Routing

Every response is automatically tagged by category (e.g., maintenance, service quality, facilities) and urgency level. The system then routes it to the right team or triggers an automated acknowledgement, so no valuable feedback gets overlooked or delayed.

Unified Communication Inbox

Bring all feedback channels - surveys, WhatsApp, chat, and email - into one centralised dashboard. Your team gets a real-time view of open responses, pending actions, and follow-ups, removing silos and ensuring nothing slips through the cracks.

Built for All Kind of Feedbacks

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.

Seamlessly Integrate Into Your Ecosystem

Unify your ecosystem with plug-and-play integrations that sync data and keep every workflow running smoothly.

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.

What happens if a lead drops off mid-conversation?

If a lead drops off mid-conversation, VerbaFlo doesn’t let the opportunity go cold. It triggers smart nudges - automated, context-aware follow-ups via chat, email, or WhatsApp - reminding the user to resume the interaction right where they left off. This keeps the momentum alive and increases the chances of conversion without any manual intervention.

Is there a central place to track all incoming leads?

Yes. VerbaFlo’s unified dashboard gives you a central view of all incoming leads - across chat, email, voice, and WhatsApp. Every enquiry is captured, categorised, and tracked in real time, with full conversation history, lead IDs, and status updates- so your team never misses a single opportunity.

Can VerbaFlo hand off leads to human agents?

Using our real-time notification system, agents are instantly alerted on their dashboard the moment a lead requires human intervention based on pre-set triggers or AI detection of complex queries. Plus, VerbaFlo includes a built-in Human Toggle that allows you to pause and intervene the conversation ensuring a smooth, uninterrupted experience for the lead.

Can VerbaFlo track the lifecycle of a lead from initial contact to conversion?

Yes. VerbaFlo tracks the complete lifecycle of every lead from first touchpoint to final conversions. Every interaction across channels is recorded, timestamped, and linked to a single lead profile within the dashboard. You get full visibility into where the lead came from, what was discussed, how they progressed, and when they converted giving you clear insights and audit trails without switching between tools.