Case Study: How Trinity College saved 3 weeks by using Legislate

“The team at Legislate are really supportive with any and all requests that we have submitted. They are always keen to hear feedback and have pushed through developments to help streamline the process for both the back-end and front-end users. Their customer service is excellent!” 

  Jon Davies, Accommodation Manager

Overview

Trinity is a college of the University of Oxford founded in the 16th century. It is home to 450 students and 300 award-winning academics and staff. The college is registered with the Universities UK Code of Practice for the Management of Student Housing and offers students accommodation throughout their degree without the need to rent from landlords. Every year the accommodation team is tasked with onboarding hundreds of student tenants. The college has a total of 400 rooms split between its main site as well as three offsite locations in North Oxford. 

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Challenges faced 

Before using Legislate, the Trinity College accommodation team printed and issued their tenancy agreements by hand. As a result of this manual process, they were forced to hire an employee to carry out this process annually. Trinity also resulted in storing these agreements as physical files which were prone to the risk of accidental misplacement, loss or damage. The process was time-consuming, tedious and costly as well as prone to many risks.

What Trinity College looked for in a solution

The accommodation team looked for a way to issue Assured Shorthold Tenancies (ASTs) digitally and manage the signing process in real time. They wanted to move away from the paper-and-pen method when onboarding tenants and adopt a better way of tracking and managing agreements post-signature. 

What features of Legislate were most appealing?

Trinity found the platform easy to use for both back-end and front-end users. The streamlined process meant they were able to greatly improve their relationship with their students as well as improve their internal processes and reduce costs.

Did Legislate help with the implementation? 

Legislate onboarded and demoed the product smoothly. Trinity commended Legislate’s support team for their prompt response time when dealing with service requests. 

Benefits of adopting Legislate

Using Legislate for onboarding student tenants resulted in saved time and a better user experience. The process of issuing ASTs and collecting signatures previously took 3 weeks to complete and required the hiring of additional staff. The whole process has now been streamlined into a few clicks.

Trinity also receives quicker responses from students. Using our e-signature function they can finalise their onboarding much quicker and ensure their legal affairs are in order sooner. Furthermore, issuing agreements electronically through Legislate allows for electronic time stamps and better transparency and record keeping.

Trinity’s previous method of physically storing AST agreements was time-consuming in addition to being prone to a risk of loss, fire or theft. Storing student tenancy agreements on Legislate means they can be accessed anywhere at any time with just a few clicks. This is extremely helpful for auditing purposes as well as everyday management.

Do you have plans to use Legislate in the future? 

Trinity confirmed to renewing their plan. They love the ease of use and customisation options available with Legislate. It's easy for their staff to set up and customise, which makes it a great alternative to their current solution. They also appreciated that the platform is user-friendly and responsive. It works on any device, so there are no issues with customer engagement or signup.

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About Legislate

Legislate is a contract management platform that empowers businesses to take control of their legal agreements. Our platform allows you to create bespoke contracts tailored to your specific needs, all without breaking the bank. With Legislate, you can also sign, and manage contracts electronically, making the process more efficient and allowing you to make informed decisions faster. Book a demo or sign up today to put the confidence back into contracting.

The opinions on this page are for general information purposes only and do not constitute legal advice on which you should rely.