How Vestal Hub built a HubSpot portal for a property management firm in <3 days

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The Problem

A London, UK-based property management company was using HubSpot to manage communications and track support requests from rental tenants. But as they grew, they ran into a recurring challenge: tenants had no way to view the status of their support tickets or receive updates without manually contacting the team.

The company needed a solution that would:

• Give tenants a secure, self-serve portal to log and track support issues.
• Ensure submitted requests were properly categorized and linked to the tenant's record in HubSpot.
• Let their internal staff continue working exclusively in HubSpot, without needing to learn a new tool.
• Avoid the cost and complexity of custom-coded portals.

The Solution

While HubSpot technically allows for customer portals, building one requires upgrading to a plan with HubSpot Service Hub and using custom code. That’s when Gonzalo Lucero, founder of Vestal Hub and a certified HubSpot agency partner, recommended Softr to the property management company. 

He built a no-code tenant portal and ticketing system with Softr in under three days. The app syncs directly with HubSpot and includes tenant and admin user roles. 

Here’s how it works:

• Tenant ticket submission and status tracking: Tenants log into a secure portal, where they can submit new support tickets and view the status of previous ones. Each tenant account is synced with an existing contact list in HubSpot to avoid duplicating data across systems. The ticket submission form is powered by Softr’s form builder and uses conditional logic to guide users based on issue category and subcategory. Tenants can upload photos, provide details, and select the type of problem they’re experiencing.
  

• HubSpot ticket creation and automated tenant notifications: Every form submission creates a corresponding ticket in HubSpot, complete with the tenant's information and attachments. When a tenant submits a ticket, they receive a confirmation email via HubSpot. Updates—like a resolved status or a request for feedback—are automatically sent through HubSpot as well.
  

• Admin view: While most ticket management continues in HubSpot, where the property management team works, the company has the option to view and manage tickets in the Softr admin dashboard if needed.

The Impact

The app has already been rolled out to 160+ tenants, helping the property management company drastically reduce inbound status-check emails. Tenants can now see the full history and current status of their tickets without having to contact the team. 

Other key outcomes include:

• Lower costs: Instead of paying $450/month for a HubSpot plan that includes Service Hub, the company now saves roughly 50% per month by using Softr.
• Faster build time: The initial portal was built and launched in less than three days—versus what would’ve been weeks of development time if built within HubSpot. 
• Native user experience: The company’s staff work entirely within HubSpot as they always have; tenants interact with an intuitive, branded Softr portal that feels purpose-built for their needs.

The property management team is now exploring how they can extend the app to include additional property-level information or document sharing for tenants, and they’re confident that Softr can grow with their needs.

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