University of Edinburgh

KxStudent accommodation management software doesn't just handle all the stages of an application for accommodation - from application to final offer and contract signing - it continues to be an invaluable tool throughout the student's stay in University accommodation.

The whole process is fast - very fast. Applying online is a four to five minute process. Students click on a button, express their preferences, and it comes through to the Student Allocations team. No paperwork means reduced stress for the student and staff.

Over 85% of students get one of their first preferences of accommodation. Allocating rooms en masse by student preference takes approximately 10 minutes per 100 students.

"We can give students options up front. They express their preferences and we can take these into account and make them work for the student wherever possible. It also helps enormously with the allocation process."

The software enables you to deal with exceptions, preferences and special requirements with ease.

Contracts can be offered and accepted online, with deposits taken, payment plans set up and there are opportunities to up sell items, such as bedding packs and downloading arrival instructions takes typically just 10 to 15 minutes from start to finish.

There is a full integration with the University central finance system which links back to Kx Student software to keep Student Accommodation informed of payments.

Within seconds you can email induction and other essential information such as guides, tips on what to bring with them, arrival dates and times, locations and directions.

"Kx gives us the ability to communicate easily, which can help to ease any anxieties the students have, particularly if they're moving away from home for the first time or coming from abroad."

We asked Chris to list other benefits about the software beyond application and acceptance:

• Highlights under occupancy to aid effective stock control
• Logs damage to fixtures and fittings
• Logs break down of equipment and services
• Enables special requests to be made
• Facilitates room moves
• Tailored to meet additional needs, such as adding student photographs for extra security

Everything is logged onto the system - this means that actions have to be taken to deal with issues rather than being forgotten or left in a filing cabinet or scribbled on a piece of paper. There's less chance that something will get missed.

"From an individual student and a stock perspective, we can manage and understand where the gaps are. The system allows us to access any information at any time, which means we can provide an excellent service to our customers - the students, while ensuring that our properties are fully occupied and kept in good shape."

The software holds a full audit trail for every student throughout their occupancy. All operational information is there for to see for the duration of occupancy. And when you're dealing with around 6,000 students, it's important to be able to use the software to get to that level.

Chris told us: "I would estimate we've saved the best part of £50,000 a year on paper, postage, printing and mailing alone."