Built for student housing models that require contracts, guarantors, and structured onboarding
Vibestay operates student housing in Spain. Their business model is not a simple nightly stay. It includes monthly packages, semester stays, academic-year bookings, contract signing, and guarantor coordination. They needed a booking system aligned with how student housing actually works.
Student apartments managed
Less admin time per booking
Of bookings and leads tracked in HubSpot
Scaling student housing across Spain
Vibestay is a student housing operator in Spain with two locations live and additional properties coming online. With average monthly rents around €900, their model requires structured contracts, guarantor validation, and detailed student onboarding before move-in.
As they scaled, they needed a booking process that could support legal compliance and operational efficiency from day one.
Student housing is not a standard hospitality product.
Vibestay needed to offer predefined packages such as 1 month, 1 semester, and academic-year stays, each mapped to specific rates in Mews.
They also had to collect student information, trigger Docusign contracts, manage guarantor details when required, and capture email addresses early in case of drop-off.
Without a structured system, this would mean 10–20 minutes of manual follow-up per booking. At 100 bookings per month, that equals up to 30+ hours of administrative coordination. Beyond time, incomplete contracts or missing information could create operational stress and legal exposure.
They needed a booking flow built around how student housing actually works.
Custom Booking Engine fully integrated with Mews and HubSpot
The new flow:
- Presents structured monthly and academic packages mapped correctly to Mews rates.
- Collects all required student data before reservation completion.
- Automatically triggers Docusign contracts within the booking journey.
- Supports guarantor information and signature collection when required.
- Captures email addresses early to enable drop-off follow-up through HubSpot.
- Syncs all booking and onboarding data into Mews, with additional structured data flowing into HubSpot.
Students move through one coherent flow. Operations receive complete, structured information from day one.
Structured onboarding without manual coordination
With a Custom Booking Engine integrated with Mews and HubSpot, Vibestay replaced fragmented email coordination with one structured booking and contract flow.
Operational load reduced
Manual follow-ups for contracts and missing student information were eliminated, preventing up to 30+ hours of admin work per month.
Contracts triggered automatically
Docusign agreements are initiated within the booking flow, reducing legal and compliance risk.
Complete data from day one
Student and guarantor details are collected before reservation completion and synced into Mews and HubSpot.
Scalable across locations
With two locations live and more planned, Vibestay now operates on a booking system aligned with their business model, not a workaround.
“It gave us the scalable foundation we needed.”
“Managing nearly 500 student units would have been impossible with manual forms and emails. The Custom Booking Engine allowed us to collect all student information, contracts, and payments in one flow. It gave us the scalable foundation we needed as we expanded to four new properties across Spain.”
The layer that connects every part of the guest journey
For Vibestay, the Custom Booking Engine acts as the bridge between Mews, HubSpot, and DocuSign, creating one seamless data flow from booking to contract. Students complete their entire application, payment, and signature process in a single experience, while Vibestay’s team benefits from synchronized data, fewer manual steps, and a system that scales effortlessly across properties.
Create a booking flow as flexible as your guest journey
Long-stay and student housing properties need more than a standard booking form. With the Custom Booking Engine by Make & Bridge, you can design a booking experience that fits your programs, pricing rules, and guest requirements, fully integrated with Mews.