Skip to content
Case Studies

1000 Forms into 1, Professional NZ’s growth journey with Engaging.io

Narrate this article
1000 Forms into 1, Professional NZ’s growth journey with Engaging.io
0:51
Forms consolidated

1000

into 1
Connected

4

Core systems into one data flow
Automation of

50

listings per sync batch
Partnership of

5+

Years

The Professionals is one of New Zealand’s largest real estate networks, with member offices located across New Zealand, selling residential, rural and commercial property and also offering property management services. With a large, geographically spread network of agents and offices, the business relies on its website and CRM as its marketing hub and responsible for generating leads and referrals to offices, salespeople and property managers, and is the connective tissue between head office, individual offices, and the property data flowing in from external systems.

As Professionals network has grown, Engaging.io (EIO) has grown alongside them as an ongoing trusted partner. In the dynamic industry of real estate Professionals and EIO have a programme of continuous improvement, with EIO building key features, functionality and infrastructure the business has needed at each stage of growth, from the website itself through to the systems running quietly underneath it. This case study focuses on some of the more recent work, and the challenges the Professional NZ team have overcome in the last few years with the support of Engaging.io as a growth partner.

The problem
A network that outgrew its own admin

As Professionals' network grew, three things needed to scale alongside it: the brand experience visitors and prospective agents saw, the process for bringing new offices and business owners into the network, and the property data flowing in from multiple external systems.

Each of these had reached a point where manual, ad hoc processes were starting to limit growth rather than support it.

Problem 1:

Listings data with no shared home: listings, agents and offices were fed in from VaultRE and PropertySuite as separate data streams, with no shared, structured place for that information to live. Every new listing, agent or office required manual handling to get it live and accurate on the website, and there was no reliable way to enrich listings with independent data like REINZ estimates without a system built specifically to bridge the gap.

Problem 2:

A thousand forms standing in the way of growth: every time a new office joined the network, someone built it a new form and a new workflow to route its inquiries. Over several years, that added up to roughly a thousand individual forms and workflows, each one manually built and manually maintained. There was no centralised way to route an inquiry to the right office, no easy way to report on inquiry volume by office, and onboarding a new office meant repeating the entire manual build from scratch. What started as a reasonable way to handle a small network had become a genuine handbrake on adding new ones.

The solution
One flexible infrastructure instead of a form per office
The solution has two connected parts: a dedicated middleware layer that brings listing, agent and office data from VaultRE and PropertySuite into HubSpot automatically, and a single centralised inquiry form with automated routing that sends every inquiry to the correct office.

We built the middleware as its own layer between the source systems and HubSpot. Because it stands apart from any single connection, new data sources such as REINZ and TPS can plug into the same foundation, and everything already working stays exactly as it is.

The same thinking shaped the inquiry routing. The logic runs on configurable rules and has no office-specific builds, so adding a new office is a matter of adding one entry, and the whole network benefits from the same setup.
The Strategic Plan
The Implementation
The process
  1. The data sat underneath everything else, so that is where we started.
  2. The middleware layer takes the listing feeds from VaultRE and PropertySuite and turns them into structured, always-current records in HubSpot.
  3. This gave the team one dependable source of truth to build on.
Build the data foundation
The process
  1. The data sat underneath everything else, so that is where we started.
  2. The middleware layer takes the listing feeds from VaultRE and PropertySuite and turns them into structured, always-current records in HubSpot.
  3. This gave the team one dependable source of truth to build on.
Enrich the listings
The process
  1. With the sync running reliably, we layered in REINZ property estimates and TPS rental links.
  2. Each listing now carries more value for agents and prospects, with no extra manual work.
Rebuild inquiry routing
The process
  1. As the office network grew over the following years, the inquiry handling infrastructure grew with it, reaching roughly a thousand forms and workflows.
  2. That scale created a clear opportunity to simplify, so the next priority was a ground-up rebuild: one form, automated routing logic and dedicated inquiry records.
  3. The business can now report on inquiry volume by office, and onboarding a new office takes one entry in place of months of manual setup.
The Implementation

Middleware and data sync.
We built a dedicated middleware application that receives listing data from VaultRE and PropertySuite and syncs listings, agents and offices into HubSpot in near real time, batching up to 50 listings per run.

Data enrichment.
On top of the core sync, we added a REINZ integration that pulls verified property estimates via API and links them to the right listing, plus TPS link generation for rental listings, so enrichment happens automatically rather than as a manual add-on.

Inquiry routing overhaul.
We replaced roughly a thousand individual forms and workflows with a single centralised form and a rules-based workflow that automatically routes each inquiry to the correct office based on the details submitted. We also created dedicated inquiry records, separate from standard contact records, so the business could finally report on inquiry volume and performance by office.

Onboarding new offices.
Because the routing logic runs off a central configuration rather than office-specific builds, bringing a new office online now means adding a single entry, rather than manually building a new form and workflow set.

 

The Impact and Results
A network that can grow without growing its manual workload

 

Where listings, agents and offices once required manual handling from separate data feeds, the network now has an automated pipeline that keeps HubSpot current without daily manual work, with REINZ estimates and TPS links enriching listings automatically along the way.


Collapsing a thousand forms and workflows into one didn't just tidy things up, it changed what the business could actually do. A single, centralised system meant the team could finally see inquiry performance by office instead of guessing at it, onboarding a new office became a matter of adding one entry instead of rebuilding a whole set of forms and automations, and the ongoing admin load that came with every new office simply disappeared.

Consolidation like this compounds. Every office added to the network now makes the system more valuable rather than more complicated, the opposite of where the business started. Being a partner embedded in a business for years brings something a first-time build can't: the shared context to spot where something could work better before it becomes a problem worth fixing. That context puts a long-standing partner in a strong position to recommend what's next, always led by what the client actually needs.


Over five years into the relationship, EIO's role now stretches well past the infrastructure it built at the start. The team keeps showing up with the right solution for wherever the business is at, whether that's a data integration, a design decision, or a process nobody else had time to fix. That's what a growth partner actually looks like: bringing an advanced skill set to the table and pointing it wherever the client needs it next.

Related Case Studies

Get in touch, We love to talk