A relocation agency's intake form becomes a full case engine: every incoming employee gets home-search shortlists, viewing schedules and school and utility checklists automatically, while the employer's HR team receives polished progress reports without anyone writing them.
Typical results
4 hrs
Admin per case, down from 12
10 min
Weekly HR report prep
100%
Corporate contracts renewed
Figures reflect typical results for this kind of automation.
The challenge
Each relocation case meant dozens of moving parts — viewings, school registrations, utility hookups — coordinated over email across time zones. Coordinators managed about eight families at once, spent roughly twelve hours of admin per case, and still lost three hours every week assembling status reports for employers who demanded visibility.
Before and after
Active cases per coordinator
2×Admin hours per case
−67%HR report prep
−94%The automation
We built an intake form that spawns a structured case in the CRM with the family's budget, timeline, and preferences. Make flows generate home-search shortlists from tagged listings, book viewings across time zones with automatic reminders, and run school, visa, and utility checklists over WhatsApp so nothing waits on a coordinator's memory. Every Friday, a branded progress report per employee is compiled and emailed to the employer's HR team automatically.
How it works
- 01
Structured intake
The intake form spawns a CRM case with the family's budget, timeline, and preferences.
- 02
Shortlists out
Coordinators tag matching listings; polished shortlists reach the employee automatically.
- 03
Viewings booked
Slots are coordinated across time zones with confirmations and reminders handled by the flow.
- 04
Checklists chased
School, visa, and utility tasks run over WhatsApp until each item is ticked off.
- 05
HR stays informed
A branded progress report per employee compiles and emails itself every Friday.
Starts from
- Employee intake form
- Employer HR requests
Delivers
- Home-search shortlists
- Viewing schedules
- HR progress reports
The impact
Coordinators can typically run sixteen active cases instead of eight, double the load with less stress. Admin time per case falls from twelve hours to four, weekly report prep drops from three hours to ten minutes, and employers get the visibility that keeps corporate contracts renewing.
Questions about this automation
What happens after the employee fills in the intake form?
The form creates a structured case in the CRM with the family's budget, move date, preferred neighborhoods, school needs and household details. From that record the flow builds the task list for the move, so coordinators start every case from the same complete picture instead of piecing it together from emails.
How are viewings scheduled across time zones?
Coordinators tag suitable listings, and the flow sends the employee a polished shortlist. When the family picks properties, viewing slots are offered in the employee's own time zone, confirmed with the landlord or agent, and followed by reminders to both sides. Rescheduling requests update the calendar without a coordinator retyping anything.
What does the employer's HR team receive?
Every Friday, a branded progress report per employee is compiled from the CRM case: housing status, viewings held, school and visa tasks done, and what is still open. It is emailed to the HR contact automatically, and items stuck past their due date are highlighted so blockers are visible early.