How Patch took control of their tech & processes

How a growing flex space network offloaded busy-work, automated many repetitive tasks and shifted their team's focus back into building a strong community and business.

Meet Patch.

Patch is a growing network of neighbourhood community and work spaces.

They’re on a mission to bring spaces for work, community, and events to every high street in the UK.

With three live locations, and over £4M in funding, they’re hyper-focused on growth.

From their launch, and throughout their growth so far, they knew they needed to have everything working well and improve how different systems could ‘speak to each other’.

So when the time came to map their path from ‘how things currently work’ to a state that enables their team to be more efficient, launch new spaces faster, and continuously keep attention focussed on what matters, they tapped Syncaroo to come in and help.

Together with Patch’s team we’ve already automated tasks across lead processing, member registrations, moving data between inventory and CRM systems, and getting richer data into the right places.

Below we explore how Patch removed hours and hours of repetitive busy work.

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Mapping and understanding 'how' Patch runs.

No space, or business, is built the same. This is even more true for flex space businesses.

Patch started our collaboration with an Advantage session.

ICYMI: Syncaroo Advantage is a quick-start process where we work directly with your team to understand how you work, and what tools you use and identify the most important and highest-value areas for improvement – before sharing how we’d recommend implementing those improvements through adjustments to your tech, integrations and more.

With both teams working closely, an interactive map was created detailing just ‘how’ Patch worked across their most important processes between customers, the onsite team, technology, marketing/sales, ops/management, and finance.

The process was quick, but went deep and wide quickly, getting to the bottom of what’s working, what’s not, and how it could be improved.

Apart from the interactive graph of the firm’s processes, tech, and workflows, Syncaroo returned and walked the team through a 19-page report of suggested improvements.

Streamlining flex space processes, together.

Improving processes, especially in fast-growing businesses requires buy-in from stakeholders.

We got this in spades from Patch.

From the moment Freddie Fforde brought us in to help, the teams led by Varun Vassanth (Launch & Partnerships), Alexa Scott-Dalgleish (Content Marketing Lead), and Ben Newton (Head of Operations) dove right in to share blockers and implement improvements across their respective focusses at the growing network of hubs.

With systems, processes, and tech mapped, we discussed and decided on which improvements to implement first.

Here are a few ways we worked together to help Patch improve their operational overheads.

1. Improving lead processing + member registration forms.

Getting leads is great. Processing them rapidly, so interested members can start working or enjoying the space is paramount.

By helping Patch assess and migrate their registration and contact forms from Typeform to Hubspot, the team had merged two diverging data sets and removed 5+ recurring tasks from team members todo lists.

2. Building a custom two-way sync between Nexudus + Hubspot.

CRMs are amazing for keeping in touch with both potential, existing, and previous flex space customers, but there’s a whole set of tasks a purpose-built management system is better at handling.

Patch opted to leverage Nexudus as the ‘brain’ of their operations, handling who is a member, what services or features they have access to, and ensuring that the integrated invoicing software (in this case Xero) was able to correctly invoice individuals and companies for membership fees.

Connecting Hubspot to Nexudus can be pretty straightforward, but Patch wanted to have deeper control of what data lands where, and what events trigger others across the interconnected stack.

Alongside Alexa, we built a custom data-bridge between Hubspot and Nexudus, allowing for memberships and billing to be streamlined as leads moved through, into, or out of workflows within Hubspot. 

Our teams also worked together during implementation to further tidy CRM workflows, clean data sets and make forms easier to manage as they scale.

3. Reading the stage for data-led overviews.

When you’re scaling up as fast as Patch is, knowledge drives results. 

By having quick access to key numbers, user metrics, where teams need help, where to invest resources, and what changes to make – management and team leads can make better decisions based on actual data across their spaces.

Syncaroo worked with the Patch team to ensure even more of their data, from lead-gen to member onboarding, was available and ready to be piped into dashboards, KPI trackers, and BI tools.

And onwards to spaces 4, 5 and many more.

It’s been amazing to work behind the scenes and screens with this dynamic team. 

We’re excited to be able to keep supporting them, their communities, their business, and their mission as they strive to enable even more people to comfortably Work Near Home.

Looking for support for streamlining your business, ops, and tech stacks? Let’s chat.

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