Customer Stories

Modernizing Housing Operations With a Sustainable Path Forward

Overcoming a forced system transition and peak-season constraints, New Jersey Institute of Technology (NJIT) is using this moment to simplify workflows, strengthen student autonomy with clear guardrails, and modernize communication and task management.

Located in Newark, New Jersey, NJIT is a public, technology-focused university known for strong programs in engineering, computing, design, and science. That STEM-driven environment means students expect fast, mobile-first experiences — and housing teams need systems that hold up during peak weeks.

“On the other path we evaluated, we’d be nickel-and-dimed for every application or process we wanted to incorporate into our day-to-day operations. Housing.Cloud has everything we needed to replace from our previous system, plus new functionality we want to add into our workflows, at a reasonable price point. The trainings have been great, and the support has been superb.”

Why this matters (beyond the software)

Housing modernization is not a “nice to have.” It is how teams reduce rework, prevent peak-season surprises, and make the process feel predictable for students.

When the process is predictable:

Students ask fewer “status” questions.
Staff spend less time forwarding emails and more time resolving issues.
Housing teams can scale during peak weeks without chaos.

Rethinking the operation, not just replacing software

NJIT did not want a simple “swap.” The team is using the transition as a chance to consolidate workflows previously spread across email threads, Google Forms, and separate tools.

A key NJIT differentiator is student autonomy: incoming first-year students receive a lottery number and a guided process to select where they live.

“They like it. They want to be in control, and we help them stay within our parameters.”
— Julio Garcia

Why NJIT chose Housing.Cloud

NJIT explored the expected migration route, but found the price point prohibitive and the feature model frustrating.

“We’d be nickel-and-dimed for every application or process we wanted to incorporate into our day-to-day operations.”
— Julio Garcia

NJIT selected Housing.Cloud because it offered a modern student experience and staff workflows that could scale — with inclusive pricing for core integrations, implementation support, and the day-to-day workflows housing teams rely on (rather than charging add-ons for every operational need).

What NJIT is prioritizing (early rollout focus)

NJIT is currently in training and configuration while running housing selection season. The team is prioritizing workflows that will reduce volume and uncertainty once fully rolled out.

Two-way SMS: Timelier communication than email, designed to meet students where they are.
Resident portal updates: A clearer, more consistent way to share processes and key updates.
Roommate questionnaire + matching logic: More intentional pairing signals to reduce conflict and rework.
Tasks: A workflow backbone to replace fragmented inbox triage.
- “One task is like 10 emails.” — Julio Garcia
Visitor management (next up): Visitor profiles with photos to reduce repeated manual work and modernize front-desk flow.

What other housing teams can take from this

Treat forced transitions as a chance to simplify. Make a list of every intake form, exception process, and recurring email thread. Decide what should be consolidated.
Protect peak cycles. Optimize for selection, move-in, billing changes, and room changes. If it cannot hold up under peak volume, it is not operationally ready.
Design for student autonomy with guardrails. Clear parameters reduce escalations. Students feel more in control.
Replace inbox triage with assignable work. If “one request” triggers 10 emails, that is a workflow problem, not a people problem.

Quick checklist: “Are we modernizing or just moving?”

Can a student tell the next step in 5 seconds?
Does every high-volume request have a clear category and owner?
Is there a single source of truth for assignment and status questions?
Are staff spending time on work, or on status updates and forwarding emails?
Do you have a plan for peak weeks (load, comms, escalation path)?

Housing as a retention lever

NJIT is committed to ensuring all students have the support and resources they need to be successful. From a student success lens, on-campus housing provides a significant, added layer of convenience to this support structure.

As Julio notes, living on campus means residents have easier, more immediate access to vital services like advising, mental health resources, and day-to-day support. This daily proximity to resources helps shape a more confident and connected campus life, giving residents a distinct advantage in maximizing their time and fully engaging with the campus community.