How Vibestay automated student housing bookings and scaled to 4 cities in Spain
Vibestay replaced manual forms and spreadsheets with a fully automated booking and CRM system powered by Make & Bridge’s Custom Booking Engine and Mews–HubSpot Connector. The result: full visibility from marketing to move-in, and the scalability to expand across Spain.
Student apartments managed
Less admin time per booking
Of bookings and leads tracked in HubSpot
Vibestay: student housing designed for students in Spain
Vibestay is a growing student housing and student hotel brand designed for (international) students studying in Spain. With properties in Sevilla and Granada, and new openings planned in Madrid, Sabadell, and Pamplona, Vibestay offers modern accommodation that blends comfort, community, and convenience for long-stay guests.
Manual booking management limited growth and visibility
Before working with Make & Bridge, Vibestay’s team was pre-selling rooms using basic HubSpot forms and manual payment links.
Each booking had to be tracked by hand and entered manually into Mews PMS. Managing hundreds of student applications, contracts, and payments quickly became unmanageable.
With multiple booking types (hotel rooms, student housing, and OTA reservations) they needed one integrated system to automate data entry and provide a clear view across all properties.
Two-phase rollout combining automation and custom design
Vibestay’s digital transformation took place in two focused phases. First, they connected Mews and HubSpot to eliminate manual data entry and unify all reservations in one system. Then, they launched a fully branded Custom Booking Engine to automate student housing applications, payments, and contracts from start to finish.
Mews–HubSpot Connector
Vibestay first implemented the Mews–HubSpot Connector to automatically sync all reservations, both direct and from OTAs, into HubSpot.
- Guest profiles from Mews are created and updated in HubSpot
- Reservations appear as Deals in dedicated pipelines
- Status updates and payment data sync in real time
- Teams view all active bookings across properties directly in HubSpot
This eliminated manual entry and gave sales and marketing a unified view of every guest.
Custom Booking Engine
A month later, Vibestay launched their Custom Booking Engine for student housing, designed and built by Make & Bridge to match their website.
The new multi-step form allowed students to:
- Choose property and room type
- Check real-time availability in Mews
- Upload ID and student documents
- Pay the deposit through Mews
- Sign contracts via DocuSign
All student data, contracts, and payments are stored automatically in HubSpot and Mews—no manual work needed.
From manual tracking to full automation across properties
Vibestay’s entire booking journey—from inquiry to signed contract—became fully automated. The team no longer spends time chasing contracts, payments, or missing details, and they now have complete marketing visibility in HubSpot.
With this system in place, Vibestay is rolling out the same setup to four new properties across Spain.
Full integration across systems
Mews, HubSpot, and DocuSign now work as one connected ecosystem. Every guest detail, payment, and signed contract flows automatically between systems with no manual touchpoints.
End-to-end automation
From inquiry to signed contract, the entire student housing journey runs on autopilot. The team no longer handles forms, payments, or follow-ups manually, freeing time for guest experience and operations.
Centralized visibility
All bookings and leads are tracked in HubSpot, giving Vibestay a single source of truth across direct, OTA, and student housing channels. Marketing and operations teams now share complete, real-time insight.
Built to scale
The same setup now powers multiple properties and is ready for upcoming expansions. New locations can be onboarded quickly with the same automated workflows and data structure.
“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.