Compress void turnaround from weeks into days
Your AI employee orchestrates the entire empty-property pipeline: triggers inspections, schedules trades in the right sequence, orders cleaning, creates the listing, and manages viewings. Every void day is lost income — this makes sure none are wasted.
The challenge
Why this workflow is broken today
Complex multi-step coordination
Turning around a void property involves 10–15 sequential tasks across different teams and contractors. A delay at any stage cascades through the entire process, turning what should be a 2-week turnaround into 6 weeks.
Every void day costs money
A void property generates zero rental income while still incurring council tax, insurance and security costs. For a large housing association, even small improvements in average void time can save hundreds of thousands of pounds annually.
Lettings teams work blind
Without real-time visibility into where each void is in the pipeline, lettings teams can't start marketing or shortlisting applicants until the property is ready. This adds weeks of unnecessary vacancy after the physical works are complete.
How your AI employee handles this
From request to resolution
Trigger on termination notice
The moment a tenancy termination notice is received, the AI employee creates a void project timeline. It schedules a pre-termination inspection, identifies likely works based on property age, type and previous condition, and alerts relevant contractors to stand by.
Sequence the works
After the property is vacated, the AI employee sequences trades in the optimal order: clearance → assessment → electrical/gas → plastering → decorating → flooring → cleaning → final inspection. Each trade is booked with the right contractor, and the next trade is automatically triggered when the previous one signs off.
Parallel-track the lettings process
While physical works are in progress, the AI employee creates the property listing, shortlists applicants from the waiting list based on your allocation policy, and begins the referencing process. By the time the property passes its final inspection, an approved tenant is ready to sign.
Monitor and compress
The AI employee tracks every task against target timescales, chases late contractors, escalates blockages, and logs actual vs. target duration for every stage. Over time, it identifies which stages are consistently slow and recommends process improvements.
Scenario
How Pinnacle Living would use this
Organisation
Pinnacle Living
A West Midlands housing association with 14,000 homes, processing approximately 1,200 void properties per year. Their average void turnaround was 42 days, significantly above their 28-day target.
Challenge
Pinnacle's void process involved 6 different teams and 20+ external contractors, coordinated through a combination of email, spreadsheets and a legacy system. The lack of sequencing meant trades frequently arrived to find the previous work wasn't complete, and lettings couldn't begin marketing until final sign-off.
Approach
The AI employee was configured with Pinnacle's void process stages, contractor roster, allocation policy and target timescales. It took over coordination of the entire pipeline from termination notice through to new tenancy sign-up.
Projected results
“The AI doesn't just track the process — it drives it. Every contractor knows exactly when they're needed, and our lettings team starts marketing two weeks before the keys are ready.”
— Operations Director, Pinnacle Living (representative scenario)
This is a representative scenario based on typical client profiles. Specific results vary by organisation.
Frequently asked questions
Common questions about this workflow
How does it handle major voids that need extensive work?
Major voids (those requiring significant structural work, damp treatment, or full refurbishment) follow an extended project plan. The AI employee adjusts timescales, brings in specialist contractors, and manages the longer programme while keeping all stakeholders informed of progress.
Can it work with our existing allocation policy?
Yes. During onboarding, we configure the AI employee with your specific allocation policy — whether that's choice-based lettings, direct offers, or a combination. It applies your rules when shortlisting applicants, including local connection criteria, banding and priority factors.
What about properties that need asbestos surveys?
The AI employee flags any property built before 2000 for potential asbestos consideration and schedules a survey as the first step before any disruptive work begins. Results are logged and communicated to all relevant contractors before they start work.
How does it interact with the previous tenant for end-of-tenancy?
The AI employee sends the outgoing tenant reminders about their responsibilities (clearing belongings, meter readings, key return), schedules the pre-termination inspection, and manages the process through to vacant possession. It follows your recharge policy for any damage beyond fair wear and tear.
Related solutions
Other workflows for social housing
Repairs Triage & Scheduling
Classify urgency, schedule contractors and confirm with tenants automatically.
Tenant Communication
Handle routine queries across email, chat and phone — 24/7.
Compliance Monitoring
Track every safety certificate and regulatory deadline in real time.
Explore commercial real estate
AI for valuation, lease abstraction, deal pipeline & more
Ready to automate void turnaround?
See how an AI employee handles this workflow with your data, your policies, your systems — in a 30-minute call.
Talk to Us