Results at a Glance
- ~20% of team time saved by eliminating manual data prep
- Fully automated matching workflows in HubSpot & Mapsly
- Real-time visibility into applicant proximity & community coverage
- Accelerated hiring decisions with exact distance calculations
- 700+ active communities and thousands in the prospecting pipeline
About Apartment Life
Apartment Life is a nonprofit organization that operates at the intersection of community building and multifamily property management. Working across the U.S. and Canada, their unique model places volunteers (aka coordinators) into apartment communities to organize resident events, cultivate relationships, and improve tenant retention.
“We help people love where they live—and help owners keep residents longer,” said Sean Bailey, National VP of Customer Experience.
The Challenge: Manual Processes & Lack of Visibility
Many of the coordinators live at the properties they serve. When a coordinator moves away or a property changes ownership, the team must quickly backfill the role with someone nearby—usually recruited from our current coordinator relationships, local churches or non-profit organizations.
Given how central geography is to this process, maps have always played a role—but only in a fragmented, manual way. Previously, each recruiter created their own Google Maps overlays, plotting applicants and open communities separately. These DIY maps were disconnected from the organization’s actual data and impossible to scale or standardize.
Moreover, with their long-term goal to serve “any community, anywhere in the world,” they’re always prospecting for new partners. This growth-oriented strategy demands smart, scalable systems.
Before Mapsly, Apartment Life’s operations were largely driven by spreadsheets and siloed Google Maps created by individual recruiters. Teams manually maintained datasets and relied on printed maps or personal notes, with little centralized visibility.
“We had no understanding of how our data connected geographically. Everyone had their own version of the map,” Sean recalled.
Recruiters couldn’t quickly answer fundamental questions, like “Who applied last year near this new opening?” or “Where are we already present?” That inefficiency hurt hiring speed and complicated growth.
Even once they implemented HubSpot CRM, they still needed a geospatial tool that could bring their data to life.
Enter Mapsly: Real-Time Mapping, Workflows, and Smart Recruiting
Mapsly brought clarity to Apartment Life’s expansion. The team now uses it every day to match volunteer applicants to nearby communities, track coverage, and visualize growth—all synced in real time with HubSpot.
Here’s how Mapsly changed their workflow:
🔍 Applicant Matching Based On Geodata
With Mapsly integrated into their HubSpot CRM, any new applicant is instantly mapped. Recruiters use Mapsly’s visual interface to zoom into a region, see all properties within range, and identify ideal fits for each applicant.
“I can pull it up and say: This person is a potential fit for these three properties—and make a decision right there,” said Sean.
They even calculate exact distances between each coordinator and available communities to prioritize outreach.
🌎 A Map That Gives Strategic Clarity
Before Mapsly, Apartment Life’s leadership couldn’t easily answer one of the most important questions: “Where are we?” With coverage across dozens of states, they lacked a centralized view of their footprint. Program data lived in spreadsheets—making it hard to identify opportunities for expansion or even verify where they were already operating.
With Mapsly they use heat maps and territory views to visualize community coverage nationwide.
“When I showed our first heat map, everyone thought it was just a graphic. When I zoomed in and showed live data—actual people connected to properties—they were blown away.”
Now, the Apartment Life team has full visibility into both current operations and potential markets. They can scan for blank spots on the map, align recruiters accordingly, and pursue their mission with strategic clarity.
🔄 Workflow Automation That Accelerates Hiring
Mapsly Sales Engineers helped the team implement custom workflows, including:
- Nearby Communities Lookup – Updates HubSpot contact records with communities within a set radius of the applicant’s home.
- Open in Mapsly Button – Links each HubSpot record directly to its visual location in Mapsly, enabling fast, seamless toggling between systems.
- Distance Calculations – Automatically calculates and stores the distance between each applicant and potential community matches for rapid filtering and decision-making.
These features eliminate guesswork and accelerate recruiter response.
📈 Measurable Impact
According to Sean, implementing Mapsly has saved the team significant time and lifted operational efficiency:
“We’ve stopped spending time making work and started doing the work. We’ve probably reclaimed 20% of our recruiters time by eliminating spreadsheets and old tools.”
This time savings enables recruiters to reach more applicants, place volunteers faster, and better serve their 700+ active communities—while growing toward their vision of global expansion.
🤝 Partnership-Level Support
Sean highlighted the quality of Mapsly’s customer support as a key differentiator:
“Erik isn’t just support—he’s basically part of our team. I’d tell him what I wanted to do, and he’d come back an hour later with a working solution. My team thinks I’m the genius, but it’s really him.”
Mirando hacia el futuro
Apartment Life continues to expand—both geographically and technologically. With goals to serve more countries and explore deeper integrations, Mapsly will remain a core piece of their growth strategy.
“Mapsly isn’t just a tool—it’s a partner. As we scale, it scales with us,” Sean said.
Results
- ~20% of team time saved by eliminating manual data prep
- Fully automated matching workflows in HubSpot & Mapsly
- Real-time visibility into applicant proximity & community coverage
- Accelerated hiring decisions with exact distance calculations
- 700+ active communities and thousands in the prospecting pipeline
¿Quiere tener visibilidad real de sus operaciones de campo y un socio que le ayude a aprovecharla al máximo?
Deje que Mapsly le ayude a modernizar su alcance, personalizar su CRM y tomar el control de sus datos.
📍 Book a call to start building your custom solution today.
