Enhancing Onboarding Process for Auction.com, A Leading US Real Estate Company

Penthara Technologies transforms onboarding management and automation for Auction.com targeting streamlined form management, scalability and improved user experience.
Overview
Implementing a Unified Onboarding Solution using PowerApps for a Leading Real Estate Company
Penthara Technologies was approached by Auction.com, a prominent real estate company in the United States, as they sought to upgrade their systems with updated and advance technology and applications. The goal was to consolidate their multiple onboarding forms into one streamlined PowerApp. The goal was to make the onboarding of employees and contingent workers more efficient. Penthara’s solution was designed to enhance teamwork and bring clarity to the process. The new system promised to be user-friendly, fostering better communication and flexibility.
About the Businesss
The premier online real estate marketplace company specializes in residential properties. As a trailblazer in the industry, Auction.com offers an extensive selection of residential bank-owned, foreclosure properties, and investment opportunities. With a commitment to making property transactions swift, efficient, and transparent, the company serves as a vital resource for buyers, providing properties and dedicated support services to ensure their success.

Operating for nearly two decades, the company employs a robust team of 700+ professionals, driving innovation and customer satisfaction in the real estate sector.
Challenges
Auction.com faced a significant challenge in tracking form progress, as there was no way to see who was working on a form at any given time. This lack of transparency led to confusion among team members and hindered efficient collaboration.data gaps and financial losses.
With forms distributed across different platforms, employees wasted time searching for the right documents. This disjointed system made it difficult to maintain a smooth workflow and manage form-related tasks effectively.
Dependence on email for form access and submissions created a bottleneck in the workflow. Employees often faced issues with email notifications as they would transcend and be forgotten during a busy email day. This further disrupted the pace of work and led to inefficiencies.
The existing system did not meet the new and evolving needs anymore. New enhanced features were also required to bring more efficiency in to the process. A modern and a fresh approach was required.
Objectives
Enhancing Efficiency and Collaboration in the Onboarding Process for Auction.com
Penthara Technologies aimed to transform Auction.com’s onboarding process by planning for centralized form management and dashboards with live data that would enhance the collaboration across pivotal departments – HR, Legal Contracts, IT, and Hiring Managers. The following objectives were pursued and accomplished:

Single Source for Form Storage and Access

  • A centralized platform would be created to house all forms, streamlining the search and management process.
  • This consolidation aims to reduce complexity and improve the efficiency of form-related operations.
  • Allow for better control over form versions and updates, ensuring everyone uses the most current documents.

Streamlined Record Access

  • The new listing system will enable quick and easy access to records, enhancing productivity.
  • It will be designed to be user-centric, focusing on ease of use.
  • The system will provide real-time updates, ensuring that users have access to the most current information.

Multi-Step Approval Process Involving Key Departments

  • Establish a structured approval process, involving critical departments at Auction.com for a thorough review.
  • Establish a sequential workflow for forms to move smoothly from one approval stage to the next.
  • Implement tracking and notifications to keep all parties informed about the approval status.

Future-Proofing the System

  • Build a system that can grow with the company, accommodating more forms and users as needed.
  • Ensure the system architecture allows for easy updates without major overhauls.
  • Address to any future notifications, maintenance, and support needs.
Solution
We crafted a solution leveraging low-code platform like Power App and Power Automate for a seamless and user-friendly process. The solution increased inter-departmental collaboration and automated workflows, ensuring a robust and adaptable system.
Low-Code Solution
Our team delivered a Low Code PowerApps Solution with advanced features such as onboarding forms, dashboards, and status tracking.
Easy Configurability with Minimal Support
The system was designed to be easily configurable by employees in the backend, requiring minimal support.
Automated Workflow processes
Power Automate flows were implemented for seamless notifications & automations, streamlining the whole process, reducing manual effort.
Autofill Features to Minimize Errors
Autofill capabilities were integrated into the form fields, aimed to reduce the margin of human error and speed up the form-filling process.
Personalized Data Filtering
Data presentation was tailored based on the logged-in user’s persona, ensuring that employees only saw the information relevant to them.
Our team thoroughly understood the key targets to focus on and successfully developed the solution, automation flows, resulting in tailored solution meeting all the business requirements.
Impact
Streamlining Onboarding and Enhancing Team Synergy
Penthara Technologies’ PowerApps solution reimagined onboarding, ensuring swift, real-time access and a meticulous multi-step approval process. This future-ready system not only promises scalability and adaptability but also delivered impactful results, as highlighted below:
Future Ready
Application
This app is designed with future enhancements in mind, including the potential to automate the account creation process using their HRMS data and to incorporate an automated offboarding process as well.
Scalability for High Volume Hiring
Designed to handle up to 2000 active requests, the app comfortably supports the Auction.com’s annual hiring volume for the next 10 years. It also offers the flexibility to be updated for even higher demand.
On Time Scheduled Delivery
Penthara Technologies delivered the application on time within the estimated budget. We were also able to demonstrate execution efficiency and a strong commitment to client timelines.
Enhanced Form Management Visibility
The solution provided clear visibility of who is actively working on each form, eliminating previous uncertainties and streamlining the workflow.
Enhanced User Experience
The new solution is a significant improvement over the previous system, with an intuitive interface that has received positive feedback from client leadership.
In conclusion, Penthara Technologies’ implementation of a unified PowerApps solution has significantly streamlined the onboarding process for our real estate client, Auction.com, propelling their operational efficiency and success.
Tell us about your challenge or need and we will get back to you soon.
Resistance Is Futile—Connect Now! Let’s navigate your needs.