Propsys360: Comprehensive Housing Management Solutions for Efficiency & Compliance
A New Era of Reliable, Trusted & Real-Time Housing Technology
Award Winner of Building Safety Initiative of the Year Award (Golden Thread), as technology partner of Notting Hill Genesis
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About Neo Technology
Neo Technology has built Propsys360 to support social housing providers with the huge challenges they’re facing. Whether it’s the ageing housing stock, rising costs or increasing demands from the regulator.
Propsys360 can tackle those issues, helping social housing providers put more focus on supporting their residents, tackling complex issues and building more homes.
We provide a complete view of your assets, compliance, repairs and maintenance; simplify the service charge management process and help with all aspects of tenant and tenancy management.
The platform is modular/end-to-end allowing you to scale up process by process to achieve the cost savings of scale, benefitting from our quick, seamless integrations and giving you the single view of data that empowers your organisation.
Propsys360 places your housing management technology at the centre of your operations, giving you more time and insight to focus on the things that matter to your residents.
As landlords face the future, Propsys360 adapts and grows with you. The technology automates and simplifies your housing and asset management, gives you control over your data and sets your organisation up for the benefits of AI. Simple to use technology for a complex world.
An exciting opportunity to transform lives using technology to achieve better customer-focus, greater cost efficiencies, and more impactful solutions for driving greater social value
CEO, Vamsi Marupudi, Neo Technology
Our Commitment to the Housing Sector
- A solution that allows cost effective iterative transformation and change over time
- Integration with Artificial Intelligence and machine learning
- Access to systems on any device – mobile, desktop and tablet
- Improved adoption of digital self-serve platforms
- Emphasis on tenant engagement
- Incorporating IoT implementation of smart technology
- Freedom to access and change code
- A partner that can respond quickly
- End-to-End asset and tenant management solutions
- Increased use of data, analytics, and reporting
- Integrated
Propsys360 integrates all property management functions into a unified system, optimising efficiency and accuracy by centralising data from various sources. - Inteligent
Propsys360 leverages advanced AI and machine learning to provide predictive analytics, smarter workflows, and data-driven decision-making, enabling housing associations to proactively address challenges and improve outcomes. - Seamless
Navigate effortlessly through streamlined workflows and user-friendly interfaces, ensuring smooth operations and intuitive interactions for enhanced user experience. - Modular/End-to-End
Our modular solutions provide robust functionality independently, addressing diverse property management needs effectively without requiring integration with external systems. - Always Up-to-Date
Stay informed with real-time updates and continuous enhancements, ensuring that your property management processes remain current, responsive, and aligned with evolving industry standards and requirements. - Easy-to-use Portals
Propsys360’s intuitive portals empower tenants and staff with secure access to essential tools and information, streamlining communication, task management, and service delivery in a few clicks.
Addressing Common Needs in Housing Management
Propsys360 addresses the complex requirements of housing associations by providing a unified, streamlined approach to managing tenancies, assets, and finances. Key needs include:
- A tailored solution designed specifically for the housing sector.
- Cost reduction and efficiency improvements through automation and integration.
- Unified reporting across assets, tenancy, and financial systems.
- Real-time reporting of building and construction data to ensure compliance.
- Appointment-based service flexibility to improve tenant experiences.
- Efficient maintenance and timely asset replacement to reduce downtime.
- Enhanced customer satisfaction with repairs through proactive communication.
- Improved occupancy rates and optimised income management.
- High adoption of technology with intuitive, easy-to-use solutions.
- Seamless integration of asset management and repairs systems with financial systems.
How the Propsys360 Integration Works
The Propsys360 platform is built on a foundation of interconnected components that deliver a cohesive and efficient housing management system. Each functional tier of integration plays a critical role in providing housing associations with an adaptive and scalable solution:
1. Modules
This includes all Propsys360 core modules, such as:
- Tenancy Management
- Case Management
- Payment & Arrears Management
- Contractor Portal
- Stock Condition Surveys
- Damp & Mould Management
- Sales, Lettings, Allocations & Voids
These modules are the foundation, providing specialised functionalities for every aspect of housing management.
2. Workflow and Operations
This tier focuses on automating and organising day-to-day tasks. Key components include:
- Workflows and task management for efficient operations.
- Notifications, diaries, and rules engines for streamlined scheduling and alerts.
- Machine learning (ML) and artificial intelligence (AI) for predictive analytics.
- Identity and security management to safeguard sensitive data.
- Single Sign-On (SSO) for easy access across integrated systems.
3. Business Applications
The system integrates with Dynamics365, providing advanced CRM and ERP capabilities to housing associations. This ensures robust tenant relationship management, financial oversight, and enhanced operational efficiency.
4. Integration and Data Management Layer
- Integration Layer
Open APIs facilitate seamless communication between Propsys360 and third-party systems. - Data Layer
Centralised data management ensures consistency and accessibility for analytics and reporting.
5. Third-Party Systems and Legacy Providers
Propsys360 seamlessly integrates with a broad range of third-party solutions, enhancing functionality and ensuring compatibility with housing sector workflows:
- Payment processing: Integrates with Pay360, PCI Pal, Pay It, and Stripe for secure and flexible transaction handling.
- Repairs and contractor management: Compatible with Plentific, Fixflo, and Causeway for efficient maintenance and contractor coordination.
- Content and document management: Supports integration with leading CMS platforms such as SharePoint, DocuWare, and OpenText.
- Data intelligence and processing: Works with MoreIQ, Tableau, and Power BI to deliver advanced analytics and reporting capabilities.
- Communication tools: Connects with SendGrid, Twilio, and Mailchimp for streamlined email, SMS, and notification services.
- Database and financial systems: Integrates seamlessly with SQL, Sun Systems, Sage, and Oracle for robust data and financial management.
- Repairs and asset management systems: Compatible with Wates, Assetic, and AccuServ to optimise asset tracking and lifecycle management.
- Customer engagement platforms: Supports Salesforce, Dynamics365, and Zendesk for enhanced tenant relationship management.
This extensive range of integrations ensures Propsys360 meets the diverse operational needs of housing associations while future-proofing their technology ecosystem.
Key Features
- 24/7 Support
- Customisable
- Easy to Use
- Automated
- Compliance
- Governance
- Reporting & Analytics
Service Charges
Our platform leverages AI to automate service charges, ensuring efficiency, accuracy, and transparency, ultimately enhancing tenant satisfaction and operational efficiency. Whether you’re using property management software, asset management software, or a maintenance management system, our solution seamlessly integrates for streamlined operations.
Key Benefits of Service Charge:
- Streamlined charge management with property management software
- Generative AI efficiency for automated workflows
- Predictive cost analysis using maintenance management systems
- Enhanced tenant satisfaction and transparency
If you have shared owners or right to buy leaseholders in your homes, you will be familiar with service charges and the work involved in accurately creating budgets and bills. Many leaseholders feel costs are out of control and resent service charges. If you get the bills wrong or send them out late, you can be left with absorbing the costs or having to go to a tribunal.
With such a high degree of risk, cost, and conflict, housing associations are searching for a better solution. One that brings together accurate and timely information across all aspects of the service and gives visibility to customers to build trust.
Streamlined Service Charge Management
Our service charges application for social housing uses generative AI and machine learning to enhance efficiency and transparency. It automates the calculation, distribution, and management of service charges, adjusting accurately based on historical data. Whether you’re implementing computerised maintenance management systems or a document management system, our platform simplifies processes. Housing association staff can manage accounts, track payments, and handle disputes through a central dashboard, while tenants can view statements, make payments, and submit queries via a self-service portal.
Enhanced Planning and Tenant Satisfaction
The application identifies cost-saving opportunities and inefficiencies, supporting accurate budgeting and financial planning. Predictive analytics forecast service charge trends and maintenance needs, enabling proactive management. Outcomes include improved operational efficiency, reduced costs, and higher tenant satisfaction. Key performance indicators track accuracy, satisfaction scores, and operational efficiency, aligning with strategic goals.
Key Solutions for Service Charge Management
- Property management software
- Asset management software
- Maintenance management system
- Document management system
- Computerised maintenance management system
- Digital asset management
- Quality management system software
- Contractor management software
- Facilities management software
- Housing management system
By leveraging tools such as property management software, asset tracking systems, and predictive maintenance tools, housing associations can drive better financial outcomes and improve tenant relationships while maintaining compliance and transparency.
Unified Regulatory Reporting Tool
Propsys360 integrates and streamlines housing association’s data and reporting to ensure real-time compliance, advanced analytics, and improved governance, which significantly enhances operational efficiency and tenant satisfaction. Whether you’re managing compliance through document management systems, asset management software, or property management software, Propsys360 delivers an all-in-one solution.
Core Platform Benefits of Reporting:
- Centralised data integration using asset management tools
- Advanced analytics for maintenance management systems
- Real-time reporting aligned with compliance software
- Self-serve reporting capability with document management systems
- Enhanced governance and decision-making
- Improved compliance and reporting transparency
Housing association reporting can be really hard work. Colleagues spend a lot of their time gathering data from disparate, legacy systems, presenting it in a standard format, and manually checking for accuracy in time for board meetings or statutory returns. Knowing you comply with regulations in terms of service provision and reporting is a basic requirement.
The next generation of housing technology must support data management software to enable boards, senior teams, tenant activists, and section heads to access real-time insights at the touch of a button. Propsys360 offers this capability.
Integrated Data Management
Our platform integrates data from various legacy and disparate systems, such as document handling systems and asset management solutions, into a centralised data factory. This ensures comprehensive data collection and preparation for analysis, addressing data silos and providing a 360-degree view of critical information for effective reporting and decision-making.
Advanced Analytics and Reporting
Once integrated, data is stored in a robust data management system, enabling advanced analytics and AI-driven transformation. The platform ensures accuracy through processes like data cleaning, normalisation, and reporting. Reports are generated in real-time to meet regulatory requirements, focusing on property safety, tenant maintenance, and operational compliance.
Business Outcomes and KPIs
Propsys360 enhances governance, compliance, and operational efficiency while boosting tenant trust and satisfaction. The platform delivers:
- Document management software integration for real-time compliance reporting
- Improved report accuracy and reduced compliance incidents
- Enhanced transparency through property management software
- Greater efficiency in data integration and quality management system software reporting
By streamlining workflows and integrating advanced tools like asset tracking software, contractor management software, and document archiving systems, Propsys360 transforms housing associations' reporting processes into a seamless, error-free experience.
Repairs Management Module
Our platform integrates repairs management with asset data, enhancing efficiency and tenant satisfaction with intuitive logging, AI-powered prioritisation, and real-time updates. Whether leveraging computerised maintenance management systems or asset tracking software, we streamline repair processes for optimal results.
Efficient Repair Management:
- Intuitive repair logging with asset management tools
- AI-powered triage using predictive maintenance systems
- Real-time status updates with property management software
- AI-driven scheduling for optimised workflows
- Seamless integration with existing maintenance management systems
Repairs are always a priority for customers—if your home is damp, cold, dangerous, or broken, it will affect your quality of life. But it’s not just about customer satisfaction. Homes lose value if you don’t look after them.
We bring day-to-day repairs management together with your asset management data. The power of uniting core systems is phenomenal. Imagine your repairs team having instant access to each home’s repair history, with real-time access to the components and life cycles, costs, and insights, while they talk to tenants or contractors. This is the holy grail of getting the right diagnosis and the right solution every time.
Enhanced Efficiency and Tenant Satisfaction
This platform enhances efficiency, tenant satisfaction, and cost-effectiveness across all properties. Tenants can easily log repair requests through an intuitive online portal, providing detailed information about each issue’s nature, location, and urgency, ensuring quick and accurate reporting for prompt action.
Automated Management and Integration
The platform incorporates AI-powered triage and prioritisation to assess repair requests based on safety risks, severity, and regulatory needs. Real-time status updates keep tenants informed via email, SMS, or in-app alerts, reducing follow-up inquiries. AI-driven scheduling optimises routes and schedules for repair teams, minimising travel and downtime. Integration with existing systems ensures seamless workflows and data consistency through tools like document management systems and asset tracking software.
Business Outcomes and KPIs
Business outcomes include enhanced efficiency, improved tenant satisfaction, regulatory compliance, and cost savings. Key performance indicators (KPIs) include:
- Average response time
- Tenant satisfaction scores
- Compliance rates
- System adoption rates
By utilising asset management tools, predictive maintenance systems, and property management software, housing associations can ensure repairs are handled efficiently, improving tenant trust and maintaining property value.
Asset Management
Our asset management solution enhances data accuracy, compliance, and efficiency, leveraging real-time monitoring, AI-driven insights, and seamless integration to transform housing asset management. Whether you rely on property management software, asset management tools, or maintenance management systems, our platform ensures operational excellence.
Core Elements for Asset Management:
- Centralised asset database with property management software
- Compliance tracking tools integrated with asset management software
- Real-time monitoring powered by IoT-enabled maintenance management systems
- Advanced reporting & analytics leveraging digital asset management
- Seamless system integration with contractor management software
For years, asset management has been the poor relation in housing, despite home condition being number one for residents. Yet your assets are incredibly valuable and need the lion’s share of your annual spend.
Until now, you have made do with basic, off-the-shelf databases that simply list your assets, capturing their components and lifecycles, which are used to plan the investment programme.
What they don’t currently do is make sure that your asset data is live, accurate, consistent, and available, in real time, as your colleagues make crucial decisions on day-to-day repairs and meeting customer requirements.
Centralised Asset Database and Compliance Tracking
Our asset management module features a centralised asset database that unifies all property-related assets, detailing each asset’s location, condition, maintenance history, and lifecycle status. This centralisation enhances data accuracy and management efficiency, preventing data loss. To meet stringent regulatory requirements, we integrated compliance tracking tools within the platform. Automated reminders and tasks for necessary inspections and certifications, such as gas and electrical safety checks, ensure assets remain compliant with UK housing regulations, reducing the risk of non-compliance and associated penalties.
Maintenance, Lifecycle, and Financial Management
The platform includes comprehensive maintenance management capabilities, enabling efficient planning and logging of routine and ad-hoc maintenance activities. Real-time monitoring of asset conditions using IoT devices and sensors alerts for potential issues like damp and mould, allowing prompt action to prevent escalation. Lifecycle management tools track each asset’s stages from acquisition to disposal, aiding in timely replacements or upgrades. Financial management features, such as budget forecasting and cost tracking, provide a clear picture of total ownership costs. Artificial intelligence identifies cost-saving opportunities through efficient maintenance and asset management practices.
Advanced Reporting, Mobile Access, and Integration
dvanced reporting and analytics, powered by machine learning and AI, generate insights into asset performance, maintenance efficiency, and compliance status, facilitating data-driven decision-making. The system is mobile-friendly and available online and offline, enabling field staff to access asset information, maintenance schedules, and reporting tools on the go. Customisable user roles and permissions ensure secure access, maintaining data integrity and security. Our solution integrates seamlessly with other systems used by the housing association, such as tenant management systems, financial systems, document management systems, and CRM platforms, ensuring a unified workflow and enhancing operational efficiency and data consistency across the organisation.
We use smart automation to orchestrate your compliance programs, keeping certification live, accessible, and up-to-date, freeing up your staff to tackle those complex cases.
Key Solutions for Asset Management
- Property management software
- Asset management software
- Maintenance management systems
- Digital asset management
- Document management systems
- Contractor management software
- Computerised maintenance management systems
- Facilities management software
- Unified Regulatory Reporting Tool
Our asset management solution ensures live, accurate, and actionable asset data, transforming housing operations through real-time insights, automation, and compliance tracking.
Case Management
The Propsys360 Case Management Module streamlines processes for housing associations and landlords, enhancing governance, compliance, and tenant satisfaction through centralised workflows, AI-powered prioritisation, and real-time analytics.
Benefits of Case Management
- Centralised case management integration across property management systems
- Automated workflows and AI-driven prioritisation for critical cases
- Real-time tracking and notifications to improve communication
- Comprehensive audit trails and analytics for regulatory compliance and insights
Challenges for Housing Associations and Landlords
Housing associations and landlords face a variety of tenant and property issues that require careful case management. These issues often include:
- Anti-Social Behaviour (ASB) reports and ongoing disputes
- Tenant complaints and service delivery failures
- Rent arrears management and payment disputes
- Repair and maintenance-related claims
- Health and safety compliance cases, such as gas, electrical, or fire safety breaches
These challenges can be time-consuming, costly, and pose significant regulatory risks if handled inefficiently. For example, unresolved ASB cases can impact community satisfaction, while slow complaint resolution damages tenant trust and satisfaction scores. Failure to track compliance-related tasks, such as safety checks or inspections, can result in penalties and reputational damage.
End-to-End Case Management Solution
The Propsys360 platform centralises all case types into a single, easy-to-access system. Integrated with your tenant management system and property management software, it provides a unified view of cases and their progress.
Tenant Self-Serve Portal
Tenants can easily log cases such as repairs complaints, ASB reports, or maintenance-related disputes via a mobile-friendly portal or web platform. Detailed inputs, including case descriptions, photo evidence, and priority levels, ensure accuracy and speed in logging incidents.AI-Powered Workflows
Automated workflows powered by AI-driven prioritisation flag high-risk and time-sensitive cases, such as:- Health and safety breaches (e.g., fire hazards, gas leaks)
- Repeat ASB incidents requiring immediate escalation
- Vulnerable tenant complaints (e.g., elderly or disabled tenants)
Critical cases are instantly assigned to staff for action, improving response times and ensuring priority alignment. Routine issues are streamlined for more efficient resolution.Real-Time Tracking and Notifications
The platform sends automated real-time notifications via SMS, email, or mobile app alerts to both staff and tenants, reducing unnecessary follow-ups and increasing transparency. A central dashboard tracks case status, next steps, and assigned staff, giving housing association managers complete oversight.Comprehensive Audit Trails and Compliance Management
Detailed audit trails ensure full visibility for compliance and reporting. Housing associations can track every action taken within a case, ensuring they meet obligations for:- Health and safety case resolution
- Complaint response times in line with regulatory standards
- Documented handling of ASB incidents
Analytical Insights and Reporting
Built-in analytics tools provide in-depth insights into case trends, bottlenecks, and resolution efficiency. For example:- Identifying ASB hotspots across housing stock
- Highlighting recurring repair issues or delays
- Analysing complaint resolution times against SLAs
These insights empower housing associations to address systemic issues, allocate resources effectively, and improve tenant satisfaction.
Business Outcomes for Housing Associations and Landlords
- Reduced resolution times for cases such as ASB, repairs, and complaints
- Improved regulatory compliance with full audit trails and real-time reporting
- Higher tenant satisfaction through faster response times and transparent communication
- Operational efficiency by automating workflows and reducing manual tasks
- Better decision-making using data-driven insights and predictive analytics
Key Performance Indicators (KPIs)
- Average case resolution times for ASB, complaints, and safety incidents
- Tenant satisfaction scores from post-resolution surveys
- Compliance rates for safety inspections, complaint handling, and SLAs
- Reduction in manual processing time and administrative workloads
By integrating case management with property management tools, compliance tracking systems, and AI-driven analytics, Propsys360 ensures housing associations and landlords can efficiently handle tenant cases, reduce risks, and foster greater tenant trust and satisfaction.
By centralising case management and automating workflows, Propsys360 empowers housing associations to resolve cases faster, improve compliance, and enhance tenant satisfaction.
Sales, Lettings, Allocations & Voids Management Module
The Propsys360 platform simplifies tenant management, reduces vacancy times, and enhances communication and maintenance. By addressing homelessness and lost revenue, it empowers housing associations to maximise property utilisation and improve tenant satisfaction.
Benefits of the Sales, Lettings, Allocations & Voids Management Module
- User-friendly property listings: Accessible online, featuring detailed property descriptions and a simple application process
- Efficient lease creation and renewals: Tools to streamline lease management, reducing manual errors
- Automated notifications: Alerts for application statuses, lease renewals, and property availability
- Digital inventory and repairs tracking: Integrates with asset management systems to ensure seamless maintenance
Challenges in Managing Voids and Allocations
Empty homes represent a growing issue in social housing, contributing to homelessness and significant revenue losses. Challenges include:
- Prolonged vacancies in social housing, impacting community welfare
- Unsold homes in developments, reducing financial efficiency
- Complex coordination among teams like development, sales, repairs, housing management, and finance staff, as well as local authorities and contractors
These issues highlight the need for a streamlined, integrated solution to manage voids and allocations effectively.
Comprehensive Tenant and Property Management
Our platform offers advanced tools for housing associations and their tenants, simplifying processes and improving outcomes:
- Tenant Portal
A user-friendly interface enabling tenants to browse properties, apply online, and track application statuses in real-time. - Lease Management
Efficient tools for creating and renewing leases integrate seamlessly with document management systems, ensuring accurate records and smooth processes. - Void Property Management
Tracks maintenance, refurbishment, and readiness for occupancy, minimising vacancy durations and associated costs.
Enhanced Maintenance and Communication
Void property management includes tracking refurbishment and maintenance workflows to ensure faster turnaround times:
- Digital inventory tracking
Maintains records of property conditions and assets, aiding efficient maintenance and repair planning. - Automated notifications
Keeps tenants and staff updated about application statuses, lease renewals, and inspection schedules via email, SMS, or in-app alerts.
Streamlined Collaboration Across Teams
Our platform bridges gaps between teams and external stakeholders:
- Internal Integration
Teams like sales, letting agents, asset managers, and repairs staff can work in sync with real-time updates. - External Collaboration
Coordinates with local authorities and contractors, ensuring seamless property management and communication.
Real-Time Tracking and Analytics
A central dashboard provides real-time visibility into key metrics, including:
- Property readiness statuses (e.g., under maintenance, ready for viewing)
- Application progress for prospective tenants
- Detailed analytics to track bottlenecks in the voids and allocations process
Housing staff can generate custom reports for internal stakeholders or external bodies, ensuring transparency and compliance.
Business Outcomes and Key Performance Indicators (KPIs)
- Faster void property turnaround times
- Reduced revenue loss from prolonged vacancies
- Higher tenant satisfaction through transparent communication and timely occupancy
- Operational efficiency gains by automating routine tasks
Propsys360 empowers housing associations to address vacancies, reduce homelessness, and maximise revenue by integrating void management with tenant and asset systems.”
Contractor Portal
The Propsys360 Contractor Portal streamlines contractor coordination and repairs management for housing associations, ensuring transparency, efficiency, and tenant satisfaction. By addressing the complexities of day-to-day repairs, the portal fosters collaboration and eliminates communication bottlenecks between contractors, tenants, and housing staff.
Repairs management can be challenging and time-consuming when housing associations and contractors operate in silos. Miscommunication, delays, and errors can frustrate tenants, cause inefficiencies, and increase operational costs. Propsys360 bridges this gap, offering a comprehensive platform that integrates asset data, repairs workflows, and real-time updates to simplify contractor management.
Benefits of the Contractor Portal
- Centralised work orders: Consolidates all repair requests in one accessible location for contractors and housing staff.
- Real-time updates: Provides live task statuses to ensure clear communication and transparency.
- Integrated communication tools: Streamlines interactions between contractors, housing staff, and tenants, reducing errors and delays.
- Secure document management: Safeguards sensitive files, such as contracts, compliance certifications, and repair histories.
- Performance analytics: Tracks contractor performance, response times, and cost efficiency to support continuous improvement.
Streamlined Work Order Management
The Propsys360 Contractor Portal is a self-service digital platform designed for repairs and maintenance contractors. Through an intuitive dashboard, contractors and housing association staff can monitor and manage work orders seamlessly.
- Automated workflows ensure that repair tasks are assigned and prioritised based on urgency, location, and availability.
- Real-time visibility reduces confusion and enhances accountability, as contractors can update task statuses immediately upon completion.
- The portal fosters collaboration by integrating with asset management systems, tenant portals, and compliance tracking tools, ensuring all stakeholders are aligned.
Housing associations can minimise manual errors, improve task organisation, and reduce time spent coordinating repairs over the phone or via email.
Enhanced Communication and Transparency
Communication between contractors, housing staff, and tenants is essential for efficient repairs management. The portal ensures transparency by providing:
- Integrated messaging tools that allow instant communication between all parties, reducing back-and-forth delays.
- Automated notifications for tenants and staff on task updates, including start times, progress, and completion.
- A real-time dashboard that tracks work orders, enabling housing staff to monitor repairs from initiation to resolution.
This level of transparency improves tenant trust and satisfaction while ensuring contractors have the information they need to perform their tasks efficiently.
Advanced Analytics and Compliance Management
Propsys360’s Contractor Portal includes analytics tools to track performance and enhance decision-making:
- Metrics such as response times, completion rates, and cost efficiency provide actionable insights.
- Secure storage of repair histories, compliance certifications, and other documents ensures housing associations are audit-ready and meet regulatory standards.
- Insights into recurring issues help identify patterns, optimise workflows, and reduce overall repair costs.
Business Outcomes and KPIs
- Improved response times to repair requests, increasing tenant satisfaction.
- Increased cost efficiency through optimised workflows and resource allocation.
- Enhanced contractor performance driven by accountability and analytics.
- Streamlined compliance with easy access to repair histories and certifications.
Propsys360 ensures efficient, transparent contractor coordination, reducing repair times, enhancing tenant trust, and improving overall operational efficiency.
Payment & Arrears Management
The Propsys360 platform enhances financial stability and tenant support for housing associations by streamlining payment and arrears management processes through AI-driven insights, real-time tracking, and automation.
Leveraging advanced AI and machine learning, the Propsys360 Payment & Arrears Module transforms social housing payment and arrears management. By prioritising tenant support and operational efficiency, it enhances financial stability for both tenants and housing associations, reducing arrears while improving satisfaction.
Key Benefits of the Payment & Arrears Module
- Secure payment portal: Offers flexible online payment options for tenants.
- Predictive arrears management: Anticipates potential arrears to enable early intervention.
- Personalised tenant communication: Tailored messages and support enhance engagement.
- Automated financial reconciliation: Ensures payment accuracy and reduces manual work.
- Improved financial efficiency: Streamlines workflows and reduces arrears levels.
Transforming Social Housing Payments and Arrears
Managing payments and arrears in social housing involves balancing financial stability with tenant support. Late payments and arrears can strain both tenants and housing associations, leading to financial inefficiencies and increased regulatory risks. With Propsys360, housing associations can proactively manage payments, predict arrears risks, and foster stronger tenant relationships through personalised support.
Secure and User-Friendly Payment Portal
The module’s secure payment portal provides tenants with:
- Flexible payment options, including direct debit, credit cards, and bank transfers.
- Real-time access to payment histories, upcoming due dates, and outstanding balances.
- A simple, intuitive interface that promotes transparency and tenant convenience.
This functionality reduces late payments by making financial management easier for tenants and accessible from any device.
Proactive Arrears Management with Machine Learning
Propsys360 uses advanced machine learning algorithms to:
- Analyse payment patterns and identify tenants at risk of arrears.
- Implement early intervention strategies, including automated reminders and customisable payment plans.
- Prevent arrears escalation by aligning support with tenant financial situations.
This predictive approach ensures housing associations can address potential issues before they impact financial stability.
Enhanced Tenant Communication through Generative AI
Effective communication is key to successful arrears management. Using generative AI, the platform:
- Delivers personalised payment plans tailored to individual tenant circumstances.
- Recommends financial assistance programs to those in need.
- Automates regular updates and reminders to keep tenants informed and engaged.
By fostering transparent and empathetic communication, housing associations build stronger relationships with tenants, encouraging timely payments and reducing disputes.
Automated Reconciliation and Financial Accuracy
Manual reconciliation processes can be time-intensive and prone to errors. The Propsys360 platform automates these tasks to:
- Ensure accurate tracking and processing of payments.
- Reduce administrative workloads for housing staff, allowing them to focus on tenant support.
- Maintain reliable financial records for audits and compliance purposes.
Key Business Outcomes and KPIs
- Higher rates of on-time rent payments.
- Reduced arrears through early intervention and predictive analytics.
- Improved tenant satisfaction with payment processes and personalised support.
- Enhanced operational efficiency by automating routine financial tasks.
Propsys360 empowers housing associations to manage payments and arrears effectively, reducing financial risks, enhancing tenant relationships, and achieving greater stability.
Customer Portal
The Propsys360 Customer Portal integrates essential tools to enhance service quality, operational efficiency, and tenant satisfaction for social housing. By prioritising tenant needs and streamlining communication, the portal empowers both tenants and housing associations to build stronger relationships and deliver exceptional housing services.
Benefits of the Customer Portal
- Tenant dashboard: Provides tenants with easy access to critical tenancy information.
- Maintenance management: Streamlines repair requests and status tracking.
- Communication tools: Ensures seamless interaction between tenants and staff.
- Community resources: Offers support and resources to foster tenant well-being.
- Enhanced tenant satisfaction: Improves overall tenant experience and trust.
Advancing Housing Service Excellence
Managing tenant relationships efficiently is crucial for housing associations. The Propsys360 Customer Portal integrates advanced tools that enhance communication, streamline operations, and provide tenants with valuable resources. By leveraging cutting-edge technology, housing associations can optimise service delivery, improve satisfaction, and build long-lasting tenant relationships.
Empowering Tenants with a Modern Customer Portal
At the heart of the Propsys360 Customer Portal is a comprehensive tenant dashboard that centralises key information:
- View rent balances, payment histories, and upcoming payment due dates.
- Submit and track maintenance requests with real-time updates.
- Access tenancy details and receive community announcements.
This intuitive, user-friendly interface promotes transparency and convenience, making financial management and communication effortless for tenants.
Efficient Maintenance Management
Maintenance issues can significantly impact tenant satisfaction if not addressed promptly. The portal includes an advanced maintenance management system that allows tenants to:
- Submit detailed maintenance requests online, including photos or documents for clarity.
- Track the progress of their requests in real time, from submission to resolution.
- Receive notifications on task status updates, ensuring they stay informed.
For housing associations, this system optimises maintenance workflows, reduces response times, and fosters tenant trust.
Seamless Communication and Engagement
Effective communication is a cornerstone of tenant satisfaction. The Propsys360 portal offers:
- Integrated messaging systems for instant communication between tenants and staff.
- Automated notifications for maintenance updates, community matters, and policy changes.
- A feedback mechanism where tenants can share their experiences and suggestions, enabling continuous service improvement.
This two-way communication fosters a stronger sense of community and trust between tenants and housing associations.
Community Resources and Support
Beyond tenancy management, the portal provides access to:
- Local services and emergency contact information.
- Community resources that promote tenant well-being.
- Announcements and updates on events or initiatives within the housing community.
By offering this support, housing associations can enhance community cohesion and create a positive living environment for tenants.
Key Business Outcomes and KPIs
- Increased tenant satisfaction and trust through transparency and efficiency.
- Improved maintenance response times and resolution rates.
- Enhanced engagement and retention of tenants.
- Higher adoption rates of self-service features, reducing administrative workloads.
Propsys360’s Customer Portal empowers tenants and housing associations alike, fostering transparency, efficiency, and community well-being.
Damp & Mould Management
The Propsys360 Damp & Mould Module provides an efficient, proactive approach to managing damp and mould in housing, ensuring compliance with Awab’s Law, improving transparency, and enhancing tenant satisfaction. With tools for user-friendly reporting, automated workflows, and real-time IoT monitoring, this module equips housing associations to address health risks and meet regulatory standards effectively.
Benefits of the Damp & Mould Module
- User-friendly issue logging for tenants.
- Automated workflows to prioritise and address cases efficiently.
- Real-time IoT monitoring for early detection of potential issues.
- Comprehensive audit trails to ensure compliance.
- Increased tenant satisfaction through timely communication and resolution.
User-Friendly Reporting and Workflow Automation
Tenants are at the heart of effective damp and mould management. The Propsys360 platform provides a user-friendly interface for reporting issues:
- Tenants can log problems via desktop or mobile, including detailed descriptions, photos, and videos.
- Reports are triaged automatically, prioritising cases based on severity and health risks.
- Automated workflows assign tasks to the appropriate teams, ensuring quick and efficient resolution.
Seamless integration with housing association systems ensures that all reports are tracked and managed without manual intervention, improving response times and operational efficiency.
Real-Time Monitoring and Compliance
Proactive monitoring is essential for preventing the escalation of damp and mould issues. The module incorporates IoT sensors to track:
- Humidity and moisture levels.
- Temperature variations.
When thresholds are breached, the system triggers automated alerts and tasks, enabling immediate action. Key features include:
- A dedicated dashboard for tenants and staff to monitor case progress in real time.
- Automated notifications to inform stakeholders of updates or required actions.
- Comprehensive audit trails to document every interaction for compliance with Awab’s Law and legal standards.
Additionally, built-in analytics tools provide actionable insights into trends, helping housing associations optimise policies and improve decision-making.
Enhanced Efficiency and Tenant Satisfaction
Efficient damp and mould management benefits both tenants and housing staff:
- Automating routine tasks allows staff to focus on high-priority cases.
- Centralised tracking improves visibility across all reported issues.
- IoT-driven data streamlines processes, ensuring early intervention and reducing resolution times.
Timely and transparent communication builds tenant trust, fostering a sense of accountability and satisfaction.
Key Business Outcomes and KPIs
- Faster resolution times for damp and mould cases.
- Higher tenant satisfaction scores due to efficient communication and resolutions.
- Enhanced compliance rates with regulatory standards.
- Reduced costs through early detection and efficient task prioritisation.
With Propsys360, housing associations can effectively manage damp and mould issues, ensuring tenant safety, operational efficiency, and full regulatory compliance.
Stock Condition Surveys
The Propsys360 Stock Condition Surveys Module revolutionises property assessments by enhancing transparency, improving efficiency, and delivering real-time updates. By integrating seamlessly with existing systems, the app ensures housing associations can manage property conditions effectively and prioritise maintenance with actionable insights.
Benefits of Stock Condition Surveys
- Robust data management: Streamlined processes for data collection and storage.
- Real-time updates: Instant syncing and centralised monitoring for improved oversight.
- Comprehensive reporting: Detailed reports with advanced analytics for better decision-making.
- Offline functionality: Allows uninterrupted surveying in any environment.
- Actionable insights: Identifies trends to optimise maintenance strategies.
Transforming Property Management
Efficient property management starts with accurate, up-to-date information. The Propsys360 app transforms stock condition surveys by providing:
- Seamless integration with existing housing systems for unified workflows.
- Tools that streamline data collection and reporting, reducing manual errors.
- Real-time updates that promote transparency and accountability across teams.
By simplifying survey processes and delivering actionable insights, the app supports housing associations in elevating governance standards and achieving operational excellence.
Empowering Surveyors with Advanced Tools
Surveyors play a critical role in maintaining housing standards. The Propsys360 app empowers them with:
- Comprehensive data collection tools for recording details on roofing, windows, plumbing, and electrical systems.
- Photo and note uploads directly from devices, ensuring precise documentation.
- Offline functionality to maintain productivity in areas with poor connectivity, with automatic syncing when online.
This robust toolset enables surveyors to complete assessments more efficiently and accurately, ensuring high-quality data for housing associations.
Real-Time Updates and Monitoring
Centralised monitoring ensures that survey progress is always visible to relevant stakeholders:
- Surveyors can track tasks via a dashboard, receiving automated notifications about deadlines and progress.
- Housing association staff are instantly alerted upon survey completion, enabling prompt action on identified issues.
- Real-time updates ensure that all information is accessible and actionable, reducing delays and enhancing decision-making.
Real-Time Updates and Monitoring
Centralised monitoring ensures that survey progress is always visible to relevant stakeholders:
- Surveyors can track tasks via a dashboard, receiving automated notifications about deadlines and progress.
- Housing association staff are instantly alerted upon survey completion, enabling prompt action on identified issues.
- Real-time updates ensure that all information is accessible and actionable, reducing delays and enhancing decision-making.
Anticipated Business Outcomes and KPIs
- Improved survey efficiency through streamlined processes.
- Faster issue resolution by prioritising critical maintenance tasks.
- Enhanced data accuracy for better property management.
- Increased tenant satisfaction through proactive maintenance.
The Propsys360 Stock Condition Surveys Module ensures efficient, accurate property assessments, empowering housing associations to make data-driven decisions and optimise maintenance strategies.
Tenancy Management
The Propsys360 Tenancy Management Module empowers housing associations by integrating advanced tools for centralised management, task automation, analytics, and compliance. This solution enhances tenant engagement, streamlines operations, and ensures housing associations meet regulatory standards efficiently.
Benefits of Tenancy Management
- Centralised staff dashboard: Provides an overview of tenancy and legal cases.
- Task management tools: Ensure deadlines are met with accountability.
- Robust reporting analytics: Deliver actionable insights on tenancy trends and compliance.
- Electronic document management: Securely store and share tenancy-related documents.
- Audit trail feature: Tracks changes and actions for transparency and compliance.
Enhancing Tenant Engagement and Communication
The platform includes features tailored for tenants to simplify their tenancy experience:
- Online portal: Tenants can create, renew, and terminate tenancy agreements securely.
- Automated notifications: Keep tenants informed about lease renewals, maintenance schedules, and rent due dates.
- Secure data access: Ensures sensitive information is protected through advanced authentication mechanisms.
- Integrated messaging tools: Facilitate seamless communication between tenants, housing staff, and external stakeholders.
By providing tenants with an intuitive and transparent system, the platform fosters stronger tenant relationships and reduces misunderstandings.
Advanced Tools for Housing Association Staff
Housing association staff benefit from a comprehensive set of tools to manage tenancies efficiently:
- A centralised dashboard displays real-time data on tenancy statuses, key metrics, and legal cases.
- Task management tools assign responsibilities, track deadlines, and ensure timely completion.
- Robust reporting analytics generate insights into tenancy trends, helping to identify areas for improvement and monitor compliance.
- Document management securely stores and shares tenancy agreements, legal documents, and correspondence.
- An audit trail feature tracks all changes and access to ensure full transparency and regulatory adherence.
These tools optimise workflows, enhance accountability, and support staff in making data-driven decisions.
Improved Efficiency and Tenant Satisfaction
The Propsys360 platform automates routine tasks, enabling staff to focus on tenant support and strategic initiatives. Key improvements include:
- Faster response times for tenant queries and maintenance requests.
- Reduced administrative burden through automation and centralised management.
- Enhanced tenant satisfaction by ensuring clear communication and timely action.
- Better resource utilisation, resulting in more effective operations and cost savings.
Business Outcomes and KPIs
- Higher tenant satisfaction scores through improved communication and services.
- Increased lease renewal rates and reduced void periods.
- Enhanced regulatory compliance rates with automated audit trails and document management.
- Faster average resolution times for maintenance requests and tenancy queries.
- Improved occupancy rates due to streamlined processes and effective resource allocation.