Void Analysis - Lettings MI dashboard

Owned by Fiona Wilson
Last updated: Feb 21, 2024
6 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

The Void Analysis dashboard, one of the Lettings Management Information (MI) real-time dashboards available in Reapit, offers inbuilt real-time analysis of void data for the current month to date (as well as up to a year prior to this)

Data for the whole company and individual offices can be displayed

The dashboard includes information on current voids by property status, figures for average number of days and rent/fees lost, plus estimated total fees lost - all statistics can be seen for the current month, a selected month (within the last 13) and year-to-date

Void definition: a period of time where a lettings property is without a current tenancy

Accessing the dashboard, using the date & office filters plus general tips

Access the dashboard

  • From the main menu, click Reports, click MI Analysis and select Void Analysis

Each panel is covered below - click a link to jump to a specific section

Choose which data to view - Office(s) or Company

  • Select Office or Company top left

  • The Office data shown will default to your own office - this can be changed via Settings

Choose which month to view

  • The current month to date will be shown by default - see top left

  • Click the drop-down menu to change the view - the last 13 months prior to the current month can be shown

General tips for using the dashboard

  • Use the Settings section to change how data is shown

  • Hover over charts & statistics to see a tooltip which displays more information about the figure

  • Click on a blank area of a panel to see the data behind the chart or statistic in a grid
    Click on a section of a chart to see the data for just that area

  • When viewing the data in a grid, use grid functions to sort the data and export to Excel
    See the Data grids section for more information

Managed tenancy and Rent collection letting service types are used for the void statistics, along with the property status being To Let - Available/Unavailable and Arranging Tenancy - Available/Unavailable

More letting service types and/or status options can be excluded and more included - see Settings section for more information

Current Voids

  • Shows the number of properties with void periods in the selected month, categorised by property status

Void Periods

  • The top section shows the number of periods in the selected month where properties were without a current tenancy, including how many days on average this was for

  • The bottom section highlights the figures for the average lost rent and fee, plus the estimated total of fees lost due to the void periods

Void Periods Year To Date

  • This panel shows the number of periods over the last year (to date), where properties were without a current tenancy, how many days on average this was for and the estimated total of fees lost

Void Statistics Last 12 Months

Default view - void statistics last 12 months (company view only)

  • This chart illustrates the rise/fall of void periods over the year to date for the whole company

  • Click a point on the chart to view the data behind the selected monthly figure

Pop out chart option

  • Click the icon top right of the chart (as above) to view as a pop-out chart

  • Use boxes on the left to compare by office

Settings

Accessing Settings

  • Click cog icon (top right of dashboard)

    See next step for all available options

Settings options

All Settings options are shown below

Office scope includes

  • Default is to show just your office

  • Use the drop down menu to change this and/or select other offices

Chart colour settings

Changes the chart colour scheme across all charts on the dashboard

  • Default is set to Multi-coloured charts

  • Can change to Single-coloured charts which requires the colour to be selected (to right of option)

Property Role

  • This setting ensures that properties with the letting service of Managed tenancy and Rent collection will be used for the statistics

  • Use the drop-down list to include any letting services

Void property status includes

  • Statistics will be shown for the listed property status types - further types can be added from the drop-down menu or types removed

Statistics to show

  • Each tick box allows each of the four individual panels on the dashboard to be removed

  • Default setting is to display all panels

Reset

  • Puts all settings in this screen back to their default settings

Data grids

Viewing data grids

Data grids are available to allow you to drill down to view the data behind the chart/statistic

  • Click on a blank area of a panel to see the data behind the whole chart/statistic in that panel
    OR

  • Click on a section of a chart to see the data for just that area

    See example in next section

Data grid features

  • The data behind a chart/statistic clicked is shown in a grid
    The example below is shown when clicking a monthly figure on the Void Statistics Last 12 Months panel

  • Click the column headings to sort by that column (ascending/descending)

  • Click Export to export the data shown to an Excel spreadsheet

  • Click a figure in the grid to see the associated property records
    (in the grid displayed, a Print option is available which provides usual export options, such as to email, letter, SMS or Excel)

Show Data Bars

  • Ticking Show Data Bars displays coloured bars that represent each figure in the grid based on its ratio with the percentage of the total figure

  • Click % of Total drop-down menu to change this to show a percentage of the Maximum (Max) figure or show a percentage of the Parent figure (e.g. for a negotiator, the parent value is the office)

  • The shading width and colour differs to indicate the % share of the overall total of that figure - green shading indicates the figure being in the top third of the overall figure, yellow indicates the middle third and red the bottom third