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One Place Agents – Case Study

Executive Summary

One Place Agents is an apartment-locating company established in 2007. Their initial setup included just two agents. With ambitions to expand to over 100 agents within three years, they required a robust system to automate processes and scale with their growth.

The Challenge

The software I’ve used at previous companies were all proprietary systems. They were separate ecosystems. They did not work well together. I needed something that could automate my processes and that could grow with my company.

Jess Rodriguez – Owner


To address the specific needs of our One Place Agents, we implemented a series of tailored solutions using Zoho Forms integrated with Zoho CRM. This setup included:

  1. Custom Lead Assignment: We developed unique form links that auto-populate with the agent’s email address. If this field is filled, the system automatically assigns the lead to the respective agent.
  2. Automation for Client Engagement: When a deal is converted, an automation triggers the creation of a scheduled meeting, sends out reminder emails to all participants, and associates relevant apartment information via a subform. This subform fetches and allows editing of the default leasing email address.
  3. Document Handling: A custom function was created to generate mail merge documents and attach them to an email template, which is then sent to the apartments involved.
  4. Post-Move-In Automation: An automation confirms client move-in and integrates with Zoho Books to generate an invoice on the move-in date. Additionally, reminders are set up a month prior to the client’s move-out date to offer assistance in finding new accommodation.


Zenatta helped automate many of the processes that we were doing manually. It’s hard to let go of that control, but when you have a system you trust to complete the tasks, it makes it a lot easier.

Everything was fantastic. The Zenatta team has been very patient with us as we’ve caught up to the technology. They fielded a ton of questions from us. We’re not quite done, but we’re excited to use the system.

Jess Rodriguez – Owner

Billy Bates

Senior Web Developer

Billy is a Wordpress Developer with an eye for design. His knowledge will help our company website and client sites meet their goals. Billy and his young family have just moved to Ashland Oregon, and are looking forward to exploring the area’s amazing beer, wine, and food. He also has a passion for synthesizers and drum machines.

Lucas Sant'Anna


With a background in Operations Research and Data Analysis, Lucas is a Brazilian programmer that likes to get stuff done quickly and reliably. In previous jobs, he implemented industrial job scheduling, fleet management and detailed long-haul route optimization – among other data-driven processes – to reach objectives of increased profit and reduced wasted resources. His goal is to make Zoho fully automated and with more meaningful data for spot-on decisions.