How Zoom Tan Streamlines Ongoing Lease Management

Last Updated on August 4, 2024 by Morgan Beard

Zoom Tan is a tanning salon retailer that has established itself as a leading provider of exceptional tanning experiences across the East Coast. Boasting over 130 retail locations, Zoom Tan has become synonymous with quality and affordability in the tanning industry. Embodying a customer-centric ethos, Zoom Tan’s mission revolves around delivering unparalleled service while fostering a culture of respect and graciousness among its employees.

We delve into Zoom Tan’s journey as it navigates the complexities of managing its expansive retail footprint.  With a dedicated team of over 500 employees, including district managers, maintenance personnel, and corporate staff, Zoom Tan sought a streamlined approach to lease management and interdepartmental coordination to optimize operational efficiency and elevate the customer experience.

Challenge: A Siloed Lease System Created Team Frustration

Prior to implementing Occupier, Zoom Tan relied on a siloed lease tracking system, making it difficult for team members to access critical lease information This led to time-consuming email chains, miscommunications, and frustration among employees. Christina Holden, the Director of Real Estate at  Zoom Tan, noted that it was particularly challenging for the Facilities team to quickly access important information, such as HVAC details, when servicing 130+ salons.

The absence of a single leasing platform hindered collaboration between departments, impeded the decision-making processes, and hindered the ability to proactively address issues or opportunities. Additionally, the reliance on outdated systems made it difficult to generate accurate and comprehensive reports, limiting the ability to gain insights into lease performance and make informed strategic decisions.

Solution: Occupier for Lease Data Centralization & Collaboration

Zoom Tan implemented Occupier’s lease management software to centralize their lease data and streamline collaboration across departments. According to Holden, “the beauty of Occupier is its ease of use.  After a 15 minute training session the team can figure out how to navigate the lease administration tool and understand how the platform can work best for them through the multitude of customization options available.” 

“The ability to have accurate lease data, documents, and team communications at our fingertips has transformed our operational efficiency,” remarks Holden. Between facilities, legal, development, real estate, finance & accounting, this data is needed by numerous departments for various organizational workflows. For instance, “legal has access to Occupier and anytime I do a renewal or lease modification, our attorneys can easily pull up the modification information to ensure data reconciliation and alignment, ” says Holden. 

In addition, “our district managers now have access to the salons in their regions, removing me as the middleman between communications to Property Managers or Facilities team members.” Zoom Tan is essentially a 1500 square foot hot box tanning retailer, so tracking HVAC updates is essential to our business, “the facilities team can easily hop into Occupier, to check or update HVAC maintenance information per salon.” The departmental alignment around accurate and up-to-date lease information has empowered every team that needs access to our salon data.

The Benefits of Occupier:

With Occupier, Zoom Tan enjoys operational efficiency, lease data transparency and better collaboration on their retail salon property tasks than ever before:

• Document Storage: Store and access critical lease documents, such as photos, certificates of insurance, and lease modifications, in one centralized location.
• Team Collaboration: Empower regional district managers to directly contact property managers using the information stored in Occupier, eliminating the need for email chains and miscommunications.
• Lease Data Accuracy: Quickly access property details, such as HVAC information and property manager contacts, enabling maintenance personnel to efficiently service salons.
• Operational Efficiency: Streamline workflows to minimize waste, reduce costs, and maximize productivity, resulting in smoother operations, faster turnaround times, and improved team performance.
• Time-Savings: With roughly 25 team members using Occupier, the time saving is easily hundreds of hours per year across departments. 

Since implementing Occupier, Zoom Tan has experienced significant time savings and improved collaboration across departments. Christina Holden states “everyone on our team loves Occupier, this software has saved our team hundreds of hours across departments over the past year. We have at least 25 team members benefiting from the streamlined lease management process.”

By centralizing lease data and empowering employees to access the information they need, Zoom Tan has reduced the time spent on email chains and miscommunications. District managers can now directly contact property managers, while maintenance personnel can quickly access critical property details, leading to more efficient salon servicing.

Occupier has revolutionized the way Zoom Tan manages its Leases, enabling the company to save time, improve collaboration, and support its ongoing growth. By providing a user-friendly, centralized platform for lease management, Occupier has become an invaluable tool for Zoom Tan’s real estate, operations, and maintenance teams.