Tracking vacancies and enquiries

See every vacant or soon-to-be-vacant room, publish it to your intake team, review the referrals matched to it and move the best match through to move-in.

Before you begin

• You need View vacancies to see the page and Manage vacancies to list rooms and advance matches.
• Referrals are logged in People → Referrals and intake.

Open the vacancies page

1. Go to Homes → Vacancies. The Homes rail icon shows a badge with the number of vacancies.
2. Read the stats: Vacant now, Notice given, With matched referrals and, for SDA, Weekly SDA rent at risk.
3. Each card shows the house and room, a status (Vacant, Notice given or Reserved), when it is available, Room features, Resident mix and Rent and funding.

When a resident gives notice or moves out, a vacancy is created for the room automatically (this can be turned off by your organisation).

List the room to intake

1. On the vacancy card, switch on Listed to intake.
2. A message confirms Vacancy published to the intake team with the house profile and resident mix.
3. Switch it off to unlist the room.

New referrals asking for this kind of support are matched automatically.

Review matched referrals

Each match has a score out of 100 from support needs (asked for SIL), compatibility (active risk flags), funding and location.

1. Look at the matches table: Referral, Match score, Support needs (Good fit, Possible or Poor fit) with reasons, Compatibility, Funding and Stage.
2. Sort by Match or filter by Stage.
3. Select a referral name to open it on the referrals board.

Move a match to move-in

1. Select Advance to move a match to the next stage: Matched, Assessment, Site visit, Offer made, Move-in booked.
2. When a match reaches Offer made or Move-in booked, the vacancy becomes Reserved.
3. Convert the referral to a participant from People → Referrals and intake (Convert to participant) before the move-in is confirmed.
4. For a SIL house, select Roster of care with new resident and SIL quote on the card to cost the new resident in.

Use Bookings calendar on STA or MTA vacancies and House profile to open the house.

Tips

• Compatibility notes are health information and are only shown to staff with vacancy permissions.
• Vacancies and availability in Insights → Report library shows SIL vacancies by team alongside open shifts.

If something goes wrong

“Give the move-in date.”

A match can’t move to Move-in booked without a move-in date.

“Confirm the move-in to finish the match.”

Moved in isn’t reached with Advance; the move-in itself is confirmed separately.

“Convert the referral to a participant before confirming the move-in.”

Convert the referral from People → Referrals and intake, then confirm the move-in.

“This room already has an open vacancy.”

A room has one open vacancy at a time. Use the existing card.