Recording Non-Standard Voids

A Non-Standard Void identifies a vacancy period that falls outside an organisation’s normal day-to-day void management process.

Recording these periods separately helps distinguish standard operational turnaround times from vacancies caused by exceptional, strategic or externally dependent circumstances.

Non-standard void types

Affinity supports three types of non-standard void:

1. Structural Void
   Used when a property is unavailable for letting because of major structural defects, significant refurbishment work, redevelopment plans or another long-term asset-related issue.
2. Technical Void
   Used when a property is temporarily unavailable for an operational or administrative reason, such as repairs, inspections, certification or short-term turnaround work.
3. Nomination Void
   Used when a property is available, or substantially available, for letting but the nomination or allocation process is causing a delay. This will typically involve the relevant local authority.

Viewing a property’s void history

1. Open Properties → List Properties and select the required property.
2. Select the Property tab.
3. Select Voids from the secondary navigation.

The Void History table includes both standard and non-standard void periods. It shows:

• whether the void relates to a New Let or Relet
• the void type
• the start and end dates
• the number of void days
• any note recorded against a non-standard void

The total number of void days across the property’s history is shown at the bottom of the table.

An open non-standard void is shown as Ongoing until it is closed manually.

Adding a non-standard void

To add a non-standard void:

1. Open the property’s Voids page.
2. Click Add Non-Standard Void.
3. Select the appropriate Void Type.
4. Enter the Start Date.
5. Enter an optional note explaining the reason for the void.
6. Click Add Void.

A void period cannot:

• begin before the property’s acquisition date
• overlap another recorded void period
• be added while another non-standard void remains open

Closing a non-standard void

Non-standard voids must be closed manually:

1. Locate the ongoing void in the Void History table.
2. Click Edit.
3. Enter the End Date.
4. Review the void type and note if required.
5. Save the changes.

Once an end date has been recorded, Affinity calculates the completed void period and updates the property’s total void days.