Schaeppi Grundstücke:
Digital Change of Tenant Protocols & Property Status Reports

  • 100% paperless processes through digital transformation

  • Complete data collection with integrated photo documentation, sketches, plans & maps

  • PDF export of completed & signed protocols with automated email transmission

Schaeppi Grundstücke documents change of tenant protocols and condition reports of rental properties with HybridForms. Field teams capture data using the offline App on Windows tablets, benefiting from built-in features such as photos, sketches, biometric signatures & connectivity with other systems (ERP, SQL Server Reporting Services).

HybridForms and digital forms in real estate management

With the protocols for tenant changes and reports on the condition of buildings, Schaeppi Grundstücke has digitized and mobilized two central applications. Most of the forms are filled out during on-site appointments – the HybridForms App with its secure offline function guarantees uninterrupted work, even with poor or no Internet connection.

The employees record the data with mobile tablets, supplement the protocols with detailed photo documentation, descriptive sketches, short voice memos and interactive maps. The forms are signed by hand directly on the device with a digitizer or finger gesture – the signature function of HybridForms stores the biometric characteristics in a privacy-compliant and encrypted manner.

The completed logs are automatically sent to the customers/tenants via email as a PDF file. Thus, they receive all the information for review and their personal filing without any delays.

HybridForms is the mobile extension for existing applications and integrates seamlessly into the company’s IT infrastructure. Existing systems are not replaced, but intelligently linked with each other and data is exchanged directly with third-party systems such as ERP solutions via interfaces. This means that defined form fields can be filled in advance, and the data from the completed forms can then be transferred back to the internal systems – for optimized processes.

About Schaeppi Grundstücke Verwaltungen KG

The Swiss company Schaeppi Grundstücke has been providing real estate services for over 80 years – for individual house owners, private and institutional investors, and tenants.

Headquartered in Zurich, the company has offices in Basel and St. Gallen.

Its clients include around 250 institutional real estate owners, 130 condominium owners’ associations and over 600 private individuals.

End-to-end digital & mobile documentation of tenant change & building condition reports with HybridForms App & Software

Schaeppi Grundstücke: Digital Change of Tenant Protocols
Schaeppi Grundstücke: Digital Change of Tenant Protocols
Adrian Gonzalez, Schaeppi Grundstücke

»HybridForms digitizes all data on site when a tenant changes. The previous paper version is replaced by electronic forms, damage can be recorded immediately and made available to all parties involved and our internal system.

The forms are pre-filled with data from our system before they are used. Using standards allows me to create my own workflows and continue to use the data that is needed.«

Adrian Gonzalez, Head of Information Technology, Schaeppi Grundstücke ↗
Logo Schaeppi Grundstücke
Digital transformation at Schaeppi Grundstücke

Mobile forms & processes in real estate management: Standardized templates for structured processes, seamless documentation & adherence to compliance guidelines

Problems and requirements of Schaeppi Grundstücke Verwaltungen

Forms and data entry play an important role in all areas of real estate management – such as documenting issues in buildings, recording defects or confirming apartment handovers. Filling out the paper forms at the on-site appointments, typing/scanning of the data in the back office subsequently was time-consuming and tied up additional personnel resources.

In order to avoid unnecessary work steps in the future, make data available to the entire team more quickly and make processes more efficient overall, Schaeppi decided to digitize the previously paper-based processes.

Solution with HybridForms already in the pilot project

  • Digitization workshop with analysis of existing processes, realistic planning of the digital transformation and advice on the selection of devices.

  • Design & implementation of the template for the mobile form application, advanced training for administrators.

  • Go-live directly after the successful pilot project with selected users.

  • Direct added value through secure enterprise features such as biometric signatures, photo documentation, freehand sketching and automatic PDF export.

Learning and benefits in daily productive use

  • Significant savings due to structured data collection on site, fast availability of results without delays and without loss of information.

  • Complete protocols & high data quality through defined mandatory fields, logic and calculation functions, validation of inputs and help function.

  • Modern work & professional appearance at the customer – paperless processes in the office and field service for more sustainability.

Success Story: Schaeppi Grundstücke Verwaltung
Success Story: Schaeppi Grundstücke Verwaltung

HybridForms with secure technology & enterprise features for mobile applications and efficient collaboration in distributed teams in real estate management

Photos & sketches

  • Take photos with the tablet’s internal camera
  • Add colored annotations directly on the images
  • Create your own freehand sketches with the drawing function

Multimedia: Added value through photos, sketches, voice memos

Authentic signatures

  • Forms are signed by hand by all participants
  • Biometric parameters are securely stored by the system
  • Signatures are authentic and legally binding valid

Evidence-proof recording: Sign directly on the tablet

Automation & interfaces

  • Interfaces from/to the internal ERP system

  • Form automation: Prefill fields with data from ERP system
  • Automated reports with SQL Server 2014 Reporting Services

Comprehensive workflow: Data exchange with third-party systems

Capture multimedia content directly & without media discontinuity

An image (often) says more than many words: photos, sketches and voice memos are important components of comprehensive documentation during inspections and walk-throughs in buildings and facilities.

With the extended sketch function – with arrows, lines, shapes and freehand drawing pen in different colors and line widths – for drawings or annotations on photos, the team has an intuitive tool for quick visualization.

Are you interested in more references from real estate & facility management?