Overview

St John’s Innovation Centre wanted a straightforward system to manage tenant contacts and communications more efficiently. Their information was being managed in spreadsheets, which made it harder to keep records consistent and to send regular updates to the right people.

Sysology implemented a simple, well structured Zoho CRM setup that consolidated their data, made unit and tenant information easy to access, and enabled the team to send opt in updates directly from CRM using email templates.

The situation

The Centre manages a community of tenants and regular communications such as event updates and weekly announcements. Before the project, contact lists and unit information were maintained across spreadsheets, with manual effort required to keep data clean and message the right groups.

They did not need a complex marketing platform. What they wanted was a reliable, internal system that made day to day administration easier and provided a professional way to manage email communication.

The challenges

St John’s Innovation Centre needed to:

• Consolidate multiple spreadsheets into a single trusted system

• Maintain accurate tenant and contact records with minimal admin overhead

• Track unit allocation and tenant enquiries, including interest in units that may not currently be available

• Send regular opt in updates from the CRM without introducing unnecessary complexity

• Ensure the team could confidently run the system without ongoing support

What Sysology delivered

Sysology delivered a clean and lightweight Zoho CRM implementation focused on usability.

Data consolidation from spreadsheets

We gathered and consolidated the existing spreadsheets, cleaned and structured the data, and imported it into Zoho CRM so the team had one place to manage tenants, contacts and related records.

Tenant, unit and enquiry tracking

We configured CRM to support the key operational needs, including unit allocation and recording enquiries from prospective tenants. The focus was on clarity and speed, so staff could see the right information quickly without digging through multiple files.

Email communication directly from Zoho CRM

Rather than implementing Zoho Campaigns, we enabled straightforward email communication from CRM using email templates. This allowed staff to send updates to opted in contacts, such as event announcements and weekly canteen or cafe menu updates, from within the same system where contacts are managed.

Training and handover

We provided practical training so the team knew how to keep records accurate, manage opt in lists, and send communications correctly. The project was designed to be completed end to end, leaving the client self sufficient.

The outcome

The Centre moved from a spreadsheet based process to a simplified Zoho CRM system that is easy to use and maintain. Their tenant and unit information is now consolidated, enquiries are easier to track, and regular communications can be managed directly through CRM using templates.

Because the system was intentionally kept simple and aligned to their real needs, the team were able to adopt it quickly and run it independently after delivery.

Zoho apps used

• Zoho CRM

What this project shows about Sysology

Not every client needs a complex build. Sysology focuses on the right level of Zoho for the job, delivering clean structure, tidy data, and practical training, so clients get value quickly and can operate the system with confidence.

Next step

If your tenant, membership, or stakeholder records are still living in spreadsheets, Sysology can help you move to a simple Zoho CRM setup that improves visibility and reduces admin without adding unnecessary process.