Manage vacancy history for social housing providers

Summary

Efficiently managing vacancy history is crucial for social housing providers. This guide simplifies the process of recording and managing property vacancy history within Palace.

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About vacancy history management

Accurate vacancy history management is essential for social housing providers, ensuring that vacancy events are properly recorded against a property. This article will cover the steps and features of managing vacancy history in Palace.

Manage vacancy history

When you set a property status to active or add a new property profile, Palace will prompt you to set a relevant vacancy status. This action automatically creates an initial vacancy record dated from when you won the property.

  • Go to Property > Current properties
  • Search for the property
  • Either
    • Click the Edit button on the right of the property or
    • Click the property's name to open their profile
  • Select the History tab
  • Under the Vacancy History section, choose Events on the relevant vacancy record line.
  • From here, you can add, edit, and delete events.

Events.png

  • After the initial entry, you can cycle through different vacancy statuses:
    • Common Area
    • Shared
    • Vacant
    • Vacant Tenantable
    • Not Available to Allocate
    • Vacant Maintenance
    • Vacant Abandoned
    • Vacant Fire Damaged
    • Vacant Meth Contamination
    • Vacant Under Repair
    • Vacant Refurbishment
    • Office
    • Building
    • Land
    • Development

Won_property.png

  • When you access a property's vacancy History tab, you'll find a list of vacancy records. Each record may contain multiple vacancy events. Here's what you'll see in each record:
    • Unique reference code
    • Start and end dates
    • Total days
    • Status history (showing statuses within the record and the days spent in each)
    • If there's a tenant linked, you'll see a tenant link

At any point in time, you can navigate to a property's History tab and, at a glance see what the property's current vacancy status is. Please refer to the Current Status field at the top of the vacancy history section.

Vacnacy_history.png

Palace automatically updates vacancy status based on tenancy events. Here's how it works:

  • When you create a new tenancy, Palace adds a tenanted record in the vacancy history section. The start date matches the tenant's start date
  • When a tenant vacates, the tenanted record is updated with an end date matching the tenant's vacate date
  • Notes:
    • For a tenancy to be added to a property, the vacancy status must be equal to vacant tenantable
    • Tenanted or tenant-linked vacancy record start and end dates can only be edited by updating the dates on the related tenancy
    • The end date and total days fields are read-only
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