Mid-Tenancy Inspection Case Management (Folio)
To Learn More About Mid-Tenancy Inspection Case Management (Folio)
What is Mid-Tenancy Inspection Case Management (Folio)?
A Mid-tenancy inspection (Folio) case covers a periodic inspection during an Assured Shorthold Tenancy on market-rent or intermediate-rent stock, usually every six months to annually as set in the tenancy agreement. The inspection confirms the property is being cared for, checks for unauthorised alterations or pets, picks up any maintenance needs, updates the inventory where condition has changed and protects both the deposit and the tenant’s relationship with the landlord.
Mid-Tenancy Inspection (Folio) — End-to-End Workflow
- Logged — inspection scheduled from tenancy anniversary; one Mid-Tenancy Inspection (Folio) case per inspection in Propsys360.
- Acknowledged — tenant contacted with proposed slot; any access history or vulnerability noted on the case.
- Investigated — inspector attends, records condition room-by-room with photos against the case; inventory updated.
- Actioned — repairs raised, tenancy breaches (unauthorised alterations, pets, sublet) acted on, deposit implications noted.
- Resolved — inspection report shared with the resident; any agreed remedial works scheduled.
- Closed and learned — case closed with evidence stored; portfolio-level inspection completion and tenancy-breach patterns reported.
Mid-Tenancy Inspection (Folio) Case Management in Propsys360
- One record, one version of the truth — every Mid-tenancy inspection (Folio) case lives in a single record in the Propsys360 Case Management module, built on Microsoft Dynamics 365, replacing parallel spreadsheets, shared inboxes and chased email threads
- Linked to the Case Management ecosystem — Tenancy Management for the AST, Repairs for any defects, Lettings for deposit implications, and Customer Portal for inspection scheduling — so the mid-tenancy inspection (folio) context is visible without hunting across systems
- Stage-driven workflow — inspection booked, completed, actions raised and evidenced — with due dates, reminders and automated escalation when timescales slip
- Every interaction on one timeline — calls, emails, SMS, portal messages, site visits, photos and documents attached to the same case record
- Reporting and oversight — live dashboards by team, patch, officer and case age; regulator-ready evidence on demand for the Regulator of Social Housing and Housing Ombudsman
- Resident-facing self-service — residents can raise, update and track their mid-tenancy inspection (folio) case through the Customer Portal, cutting inbound calls and speeding resolution
- Microsoft-native and secure — single sign-on, role-based access, UK-hosted data, full audit trail; works where your teams already work, in Outlook, Teams and the Dynamics 365 app
Teams Helped by Mid-Tenancy Inspection (Folio) Case Management
Contact Centre / Customer Service Advisor — confirms inspection dates with tenants without having to call back; the appointment is booked on the same screen.
Housing Officer / Tenancy Management — sees tenancy-breach indicators from inspections alongside any operational cases, so tenancy management is fully informed.
Folio Property / Inspection Officer — inspects with a mobile device, captures condition and action instantly, and delivers a full, image-supported report to the tenant the same day.
Team Leader / Service Manager — dashboards show open mid-tenancy inspection (folio) cases by age, stage and patch, so escalations are surfaced early and evidence is ready for monthly performance packs and regulator submissions.
Head of Housing / Director — one trusted data source across mid-tenancy inspection (folio) and the wider Case Management ecosystem, giving board-level assurance that statutory timescales, resident outcomes and compliance duties are being met.
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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.
Their integrated agile project teams deliver across a range of business requirements in partnership with our Product Owners, such as System Enhancements, Data Integration & Cloud Migration, enabling Notting Hill Genesis to accelerate our digital transformation goals.
In partnership with Neo Technology, we have enhanced this solution by leveraging the capabilities of Azure Integration Services. This integration enables seamless agent engagement and efficient work status sharing between the Omnichannel system and our SaaS-based work allocation platform.
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.
This achievement was made possible through the expertise and dedication of Neo Technology. We extend our sincere thanks to Neo Technology for their invaluable support.
