THE BRIEF
Constantly looking for ways to support their core audience of block managers, Blocks Online have seen a steady uptake in new users since launching in 2013. Their cloud platform was designed to support the complex needs of managing agents, which can include the sending of bespoke outbound leaseholder communications. As their service expanded, the process of utilising a franking machine and manually posting letters was no longer a sufficient method.
The functionality of the Blocks Online software means that users can track and send letters, including demands, summaries and other documents, at the click of a button. For these reasons, their new mailing method of choice would need to be highly streamlined and effective, capable of handling a large volume of personalised mail.
Many of the documents sent via Blocks Online by residential managing agents and property management companies are sensitive service payment invoices. These financial documents prompt leaseholders to pay their share of an annual, quarterly or twice-yearly service charge for maintenance and repair of their communal space, therefore secure processes are essential.
Keen to introduce a new system for the management of their outbound client mailings, the adoption of a hybrid mail system was identified as the leading option. Accounting for ease of use and potential time savings, Docmail, the adaptable offering from CFH, was seen as a good fit. Allowing users to print and post mailings online at the click of a mouse, the platform is easy to use and efficient, making it the trusted platform for thousands of SMEs.
THE SOLUTION
Seen as the ideal addition to complement their growth journey, Blocks Online first created a Docmail account in 2017, encouraged by the potential of the system to integrate internally for unique mailings. The Docmail API would be a necessary feature, allowing their users to send A4 letters from within the Blocks Online service, without redirecting them elsewhere.
Once the API has been integrated, documents can be submitted as files or selected by name from the account, with a similar simple process for address lists. This isn’t restricted to single documents, with the system capable of organising multiple sheets into one envelope, from annual meeting notes to budget summaries. Blocks Online outlined their need to include attachments within letters, as their clients were regularly packing and posting packs at volume.
This software integration would make the whole process easier for property agents, and with annual audits an important factor, access to an all-in-one integrated platform with insights would simplify proceedings. Presenting users with a fully up-to-date set of reports and an easy way to send and track outgoing mailings, Blocks Online were ready to adopt their new multichannel mailing solution.
The API set-up and internal introduction to Docmail was conducted at an early stage, with an overview of the system provided, and stakeholders made aware of how the integration would function.
