Case management
Voids case management that cuts turnaround time
Track every void from keys returned to relet, with works, inspections and lettings visible together so no days are lost between teams.
- 100%of actions evidenced
- Everystatutory deadline tracked
- 1case record per matter
- 0cases lost between teams
What it means
For the resident
The home you are waiting for comes back into use sooner.
For your Voids and Lettings teams
Works, inspections and lettings run as one tracked journey, so nothing waits on somebody spotting the next step.
Where void days actually go
The clock starts at notice
Void time is tracked from notice given, not keys returned, because the pre-termination window is where days are most easily recovered.
Works and lettings run together
Marketing and viewings begin while works are in progress rather than after, which removes the single largest source of void days.
Handover gaps made visible
Time sitting between teams is measured explicitly, so the delay is attributable rather than absorbed into an average.
Standards evidenced
Void standard inspections are recorded with photographs, so relet quality is checked rather than assumed.
What Propsys360 covers for voids
- Void creation triggered by notice or termination
- Pre-termination inspection and works forecasting
- Void standard specification by property type
- Works order raising and contractor tracking
- Parallel marketing, advertising and viewing management
- Gas, electrical and safety certification tracking
- Rechargeable damage identification and recovery
- Key management and access control
- Void days lost analysis by stage and cause
- Relet readiness and sign-off
How it works
The path a case takes from the moment it arrives, and what happens automatically at each step.
Notice triggers the void
Termination in tenancy management opens the void case automatically, with the pre-termination inspection scheduled.
Works specified and dispatched
The inspection produces a works schedule against your void standard, and orders go to contractors immediately.
Let while working
Marketing, advertising and viewings run in parallel with works rather than waiting for completion.
Signed off and relet
Certification and standard sign-off complete, keys are issued, and days lost are analysed by stage for the next void.
Before and after: voids
Every system demonstrates well. What matters is the difference in an ordinary working week — the steps that disappear, the chasing that stops, and the questions your team can answer on the spot instead of promising to look into it.
| Today | With Propsys360 |
|---|---|
| Void days are counted from key return rather than notice. | The clock starts at notice — where the rent loss actually begins. |
| Works, lettings and sign-up are coordinated by email. | Each stage is a tracked step with an owner and a target. |
| Rent loss is calculated after the event. | Rent loss accrues visibly while the property is empty. |
What voids handling has to get right
Housing runs on specifics — statutory timescales, tenure types, the return that has to be filed next month. This is the detail that decides whether a system survives contact with your operation, and the reason a general-purpose platform usually cannot.
- Notice to re-let lifecycle tracking
- Void works ordering and inspection
- Lettable standard checks and sign-off
- Allocations, nominations and offers
- Digital sign-up and tenancy start
- Void KPIs — turnaround, cost, rent loss and SLA
- Property marketing and viewings
- Reporting by scheme, patch and property type
More of the platform
Each part of Propsys360 works from the same tenancy, property and person record, so nothing is re-keyed and nothing drifts out of step. Most providers start with one or two and add the rest as their existing contracts end.
Integration Platform & Tools
Fits what you already run
Propsys360 connects to the housing, finance, field and compliance systems you already use, orchestrates the processes between them, and replaces the legacy platforms you want to leave behind.
- Microsoft and data
- Finance and payments
- Repairs and contractors
- Residents and compliance
Trusted housing technology for housing associations, councils and public-sector landlords
- 557KTenants supported
- 1.5M+Repairs managed
- £57M+Repairs processed p.a.
- 4.75MCustomer cases
- 500KArrears cases managed
- G-Cloud 15 Supplier
- Microsoft Solutions Partner
- Cyber Essentials Plus Certified
- Cyber Essentials Certified
- ISO 9001
- ISO 27001
- ISO 20000-1
- ISO 14001
The difference it makes
Source: Results reported by housing providers using Propsys360; illustrative where stated. Individual results vary.
What housing providers say
Named people at named organisations, in their own published words.
“We realised that we had a gap around the golden thread of data, in terms of the availability and accessibility of the data we held in seventeen different systems… That meant colleagues could immediately see all non-compliant properties.”
Jake Le Page Head of Building Safety Regulations Notting Hill Genesis
“Neo brought strong Dynamics 365 expertise, worked collaboratively with our internal teams and applied Microsoft best practice within a live operational environment… We would be pleased to recommend them as a Microsoft Dynamics 365 partner within the housing sector.”
Wayne Human Head of IT Change Sage Homes
“The successful deployment of this solution has significantly increased transparency and improved the operational efficiency of our contact centre, allowing us to deliver greater value to our customers.”
Philip Wragg Infrastructure Programme Manager
“The Neo Technology model allows us to scale our development capacity, accelerating our transformation programmes while future-proofing our business, while achieving substantial industry cost savings.”
Group CIO Notting Hill Genesis
Proof from housing providers
Frequently asked questions
When does the void clock start?
At notice, not at keys returned. Most recoverable void time sits in the window before the property is even empty, and measuring from keys hides it.
Can we advertise before works finish?
Yes, and that is the point. Marketing and viewings run in parallel with works, with a target relet date driving both.
How do we find where days are lost?
Every stage transition is timestamped, so the report shows time spent in works, in lettings, and — critically — sitting between the two.
Does it handle rechargeable damage?
Yes. Damage is identified at inspection with photographic evidence, and recharges raise against the former tenancy for recovery.
See where your void days are going
We will map a real void through every stage and show which handovers are costing you days you can recover.