Temporary decant management is the process of moving residents out of their home while repairs or other essential work takes place, managing their temporary accommodation, and helping them move back once the work is complete.The process becomes much harder when resident information, accommodation options, approvals and repair updates are spread across different emails and systems. Keeping everything in one place with a clear workflow makes decants easier to manage while still allowing for each household's individual needs.
 Temporary decant management means moving a household out of its home while repairs or other essential work takes place. It covers the temporary booking, the stay and the return home.
The clearest approach is to keep each household's needs, options, approvals and dates in one shared record. This gives the team a consistent process while still treating every household individually.
<h2>Key Takeaways</h2>
<ul>
<li>Start with the household and the reason for the move, not with a property search.</li>
<li>Keep requirements, suitable options, decisions, costs and dates in one record.</li>
<li>Review the placement if the household's needs or stay dates change.</li>
<li>Plan for possible extensions before check-in to avoid another move.</li>
<li>Use software to organise the work, while housing professionals remain responsible for decisions.</li>
</ul>
<h2>Why Temporary Decants Become Operationally Difficult</h2>
A planned decant may involve repairs or redevelopment. An emergency decant can begin with little notice, often while the team is already managing several other stays.
Problems usually begin when work passes between teams:
<ul>
<li>the housing team receives incomplete repair dates;</li>
<li>household needs are scattered across emails;</li>
<li>suppliers reply at different times and in different formats;</li>
<li>approvals are stored separately from the booking;</li>
<li>the accommodation team hears about delays too close to check-out; and</li>
<li>residents receive mixed updates from different people.</li>
</ul>
A simple process needs one clear owner and one shared case record. This gives the team reliable information without replacing professional judgement.
<h2>A Seven-Step Housing Association Decant Workflow</h2>
<h3>1. Confirm why the move is needed</h3>
Record why the household must move, when the move is needed and whether it is planned or urgent. Name the people who can approve the accommodation, any cost changes and the return home.
Government guidance says a temporary decant started by a landlord for repair work is not a Part 6 housing allocation. Housing providers should still follow their own policies and legal advice.
<h3>2. Record the household's needs</h3>
Before searching, use the same simple checklist for every household:
<ul>
<li>household size and bedroom requirement;</li>
<li>accessibility, mobility and equipment needs;</li>
<li>school, work, care and support needs;</li>
<li>pets, parking and transport;</li>
<li>areas where the household can live;</li>
<li>likely length of stay; and</li>
<li>how and when the resident wants to receive updates.</li>
</ul>
Collect only the information needed to arrange the stay. Store it securely and limit access to the right people.
<h3>3. Set the search and approval plan</h3>
Turn the resident brief into a clear search: area, property type, dates, budget and essential needs. Decide what the team can book straight away and what needs further approval.
If repair dates may change, set a booking review date. Also check how much notice the accommodation provider needs for an extension.
<h3>4. Search available homes</h3>
Search using the agreed household needs. Compare the location, property, availability, price and booking conditions in the same format.
For urgent moves, the <a href="https://vivrestays.com/emergency-housing" target="_blank" rel="noopener noreferrer">VivreStays emergency-housing solution</a> supports quick placements and changing stay dates. For planned moves or larger programmes, explore the <a href="https://vivrestays.com/decant/" target="_blank" rel="noopener noreferrer">VivreStays decant workflow</a>.
<h3>5. Record the decision and confirm the booking</h3>
Keep the property options, approval and confirmed booking together. Record who approved it, the dates, cost, supplier contact, booking conditions and information sent to the resident.
Anyone opening the case should be able to answer: “What has been agreed, and what happens next?” This also stops an old email from being mistaken for the latest update.
<h3>6. Review the stay and manage extensions</h3>
Set regular review dates and give the repairs team a clear deadline to confirm whether the placement should end or continue.
If the work runs late, first check whether the current accommodation can be extended. Review the household's needs, availability, cost and approval before confirming.
VivreStays lets housing teams track placements and end dates and manage extensions in the platform. Our guide to <a href="https://vivrestays.com/blog/how-insurers-can-manage-alternative-accommodation-during-surge-events/" target="_blank" rel="noopener noreferrer">managing accommodation during surge events</a> explains a similar approach for busy claims periods.
<h3>7. Arrange the return home</h3>
Once the property team confirms that the home is ready, agree the check-out and return arrangements. Do not give the resident a firm date before this confirmation.
Close the case with the final stay dates, total cost, extensions, problems and any permitted resident feedback. These records can reveal repeated delays and help improve future decants.
<h2>What a Useful Decant Control View Should Show</h2>
A decant dashboard should show the team what needs attention. It should answer these questions:
<table>
<thead>
<tr>
<th>Control</th>
<th>Practical question it should answer</th>
</tr>
</thead>
<tbody><tr>
<td>Household status</td>
<td>Is the case being assessed, sourced, approved, booked, extended or returned?</td>
</tr>
<tr>
<td>Requirements</td>
<td>What must the placement provide, and who last confirmed the brief?</td>
</tr>
<tr>
<td>Booking dates</td>
<td>When are check-in, the next review and the current check-out?</td>
</tr>
<tr>
<td>Repair update</td>
<td>Who is providing the latest completion date, and when is it due?</td>
</tr>
<tr>
<td>Cost and approval</td>
<td>What has been approved, what has changed and who can approve more?</td>
</tr>
<tr>
<td>Supplier action</td>
<td>Is a confirmation, extension response or final invoice outstanding?</td>
</tr>
<tr>
<td>Resident update</td>
<td>When was the last agreed update and what is the next commitment?</td>
</tr>
</tbody></table>
The dashboard supports the team. It does not replace housing policy, safeguarding or professional assessment.
<h2>Where Decant Management Software Adds Value</h2>
Software is useful when it reduces repeated admin and shows the latest position. VivreStays lets teams create household requests, shortlist properties, manage supplier replies, confirm bookings and handle extensions.
When evaluating any platform, ask whether it can:
<ul>
<li>keep household needs attached to the booking;</li>
<li>show live or clearly dated availability and prices;</li>
<li>connect options, approvals and confirmations;</li>
<li>highlight review and check-out dates;</li>
<li>manage extensions without starting again;</li>
<li>report on active placements, duration and spend; and</li>
<li>keep a clear record of decisions and changes.</li>
</ul>
No platform can guarantee a suitable property in every place at every time. It should make the options, limits and next actions clear.
<h2>Frequently Asked Questions</h2>
<h3>What is a temporary decant?</h3>
A temporary decant moves a resident out of their usual home while essential work takes place. The intention is normally to return, so providers should explain how this differs from a permanent move.
<h3>What information should a housing association collect before searching?</h3>
Record the household size, dates, suitable areas, accessibility needs, work, school, care, transport and pets. Collect only what is needed and keep it secure.
<h3>How should a team assess whether temporary accommodation is suitable?</h3>
Review suitability for each household and check it again if needs or dates change. Government homelessness guidance covers location, accessibility, health and support needs, but it applies to local-authority homelessness duties. Housing associations should follow their own decant policies and advice.
<h3>How can housing teams reduce avoidable moves during a decant?</h3>
Use realistic stay dates, schedule early reviews and check extension terms before booking. If the work runs late, compare an extension with a new placement before check-out becomes urgent.
<h3>Can decant management software make the legal or resident decision?</h3>
No. Software can organise information, searches, approvals and bookings. Housing professionals must still apply policy, consider the household's circumstances and make the decision.
<h2>Make the Next Decant Easier to Control</h2>
If your process relies on spreadsheets, inboxes and last-minute calls, compare one live case with the seven steps above. This will show where clearer ownership or a shared system could help.
<a href="https://vivrestays.com/contact/" target="_blank" rel="noopener noreferrer">Request a VivreStays demonstration</a> to see how household requests, property searches, bookings and extensions can be managed in one place.
<h2>Sources</h2>
<ul>
<li><a href="https://vivrestays.com/decant/" target="_blank" rel="noopener noreferrer">VivreStays — Decant accommodation management software</a> — public product evidence for household requests, shortlisting, supplier responses, booking tracking and extensions.</li>
<li><a href="https://www.gov.uk/guidance/allocation-of-accommodation-guidance-for-local-authorities/chapter-1-scope-of-guidance-and-definition-of-an-allocation" target="_blank" rel="noopener noreferrer">GOV.UK — Allocation of accommodation guidance, Chapter 1</a> — distinction concerning landlord-initiated temporary decants for repairs.</li>
<li><a href="https://www.gov.uk/guidance/homelessness-code-of-guidance-for-local-authorities/chapter-17-suitability-of-accommodation" target="_blank" rel="noopener noreferrer">GOV.UK — Homelessness Code of Guidance, Chapter 17: Suitability of accommodation</a> — individual suitability factors and continuing review, cited with an explicit scope caveat.</li>
<li><a href="https://www.gov.uk/government/publications/awaabs-law-guidance-for-tenants-in-social-housing/awaabs-law-guidance-for-tenants-in-social-housing" target="_blank" rel="noopener noreferrer">GOV.UK — Awaab's Law guidance for tenants in social housing</a> — background on temporary alternative accommodation options and consideration of household needs in the applicable hazards context.</li>
</ul>

How Housing Associations Can Manage Temporary Decants

If you professionally manage entire properties in the UK, we would like to help you reach a different kind of guest. VivreStays connects approved accommodation suppliers with insurance, housing and corporate clients looking for dependable homes for longer stays.
Joining our supplier network gives you an additional route to bookings without asking you to abandon the channels that already work for your business. We focus on professionally managed accommodation, practical integration and relationships built for stays that can run for months rather than nights.
<h2>Key takeaways</h2>
<ul>
<li>We bring approved professional suppliers into a specialist accommodation workflow used for insurance, housing and corporate stays.</li>
<li>Our public supplier proposition includes no listing or onboarding fees and a focus on bookings of three to six months or more.</li>
<li>You can continue using other channels while adding VivreStays to a balanced distribution strategy.</li>
<li>Our supported PMS and channel-manager connections can help you keep availability and pricing aligned.</li>
<li>We welcome reliable operators with suitable entire properties, weekly cleaning and responsive guest support.</li>
</ul>
<h2>Why professional property operators join us</h2>
Most traditional online travel agencies are built to serve a broad public audience. VivreStays has a more specific purpose: helping insurers, housing teams and corporate clients find and manage suitable alternative accommodation.
That difference gives your portfolio another route to market. Instead of competing only for the next weekend or short business trip, you can position suitable properties for clients arranging temporary homes after an insured event, during a housing placement or for an extended corporate requirement.
Our current <a href="https://vivrestays.com/supplier-form/" target="_blank" rel="noopener noreferrer">supplier proposition</a> highlights three practical benefits:
<ul>
<li>No listing or onboarding fees: you can apply and prepare suitable inventory without an upfront listing charge.</li>
<li>Longer booking opportunities: many of the requirements we support are designed around stays of three to six months or more.</li>
<li>Connected control: supported integrations can help you keep rates, restrictions and availability aligned with your operating systems.</li>
</ul>
We cannot promise bookings, and we do not accept every property automatically. What we offer is a credible specialist channel, a structured onboarding process and the opportunity to put suitable accommodation in front of professional buyers looking beyond a conventional hotel stay.
<h2>Make longer stays work harder for your portfolio</h2>
A longer booking can replace dozens of individual arrival, departure and sales cycles. It can create a more predictable operating rhythm around a confirmed period of occupancy and may reduce:
<ul>
<li>repeated OTA search-ranking and promotional activity;</li>
<li>guest screening and pre-arrival communication;</li>
<li>check-in and check-out administration;</li>
<li>deep-cleaning and linen changeovers; and</li>
<li>difficult-to-sell gaps between reservations.</li>
</ul>
Longer does not automatically mean more profitable, so we encourage suppliers to price commercially. Utilities, weekly cleaning, linen, maintenance, cancellation exposure and displaced peak dates all matter. Compare the total net contribution for the occupied period—not the headline nightly rate in isolation.
<h2>Add VivreStays without rebuilding your operation</h2>
We know that professional property managers already have established systems. Adding a new channel should not mean maintaining another disconnected calendar by hand.
Our <a href="https://vivrestays.com/integrations/" target="_blank" rel="noopener noreferrer">integrations hub</a> currently includes routes for Rentals United, Hostaway, Guesty, Zeevou, Tokeet and NextPax, alongside our account and portal tutorials. Depending on the connection, your existing system can remain the operational source for relevant property data, availability, pricing and stay restrictions.
Integration behaviour varies between providers, so we recommend connecting a controlled group first. We can then check the data received and confirm how cleaning fees, long-stay discounts and restrictions should be handled before you scale.
<h2>The suppliers we want to work with</h2>
We are building a professional network, not an open marketplace for every spare room or occasional holiday let. We welcome established serviced-accommodation operators, corporate-housing providers and property management companies that can meet these standards:
<ol>
<li>Entire UK properties: shared accommodation and room-only listings are not accepted.</li>
<li>Essential living standards: properties need a fully equipped kitchen, free Wi-Fi, fresh linen and towels.</li>
<li>Weekly cleaning: the service must be included or available within the rate structure.</li>
<li>Responsive support: your operation must be able to provide 24/7 emergency assistance when required.</li>
<li>Reliable service history: VivreStays asks for evidence of customer satisfaction and dependable guest outcomes.</li>
<li>Accurate commercial data: availability and pricing must remain current, and bookings must be managed reliably.</li>
</ol>
If this describes your operation, we want to hear from you. A focused group of well-managed homes is often the best way to begin; accurate availability, clear servicing and reliable support matter more than launching every property at once.
<h2>How we complement traditional OTAs</h2>
We are not asking you to choose between VivreStays and every other channel. Strong operators build a distribution mix that gives each property access to the right type of demand at the right time.
<table>
<thead>
<tr>
<th>Decision area</th>
<th>Traditional short-stay OTA pattern</th>
<th>VivreStays supplier consideration</th>
</tr>
</thead>
<tbody><tr>
<td>Typical booking purpose</td>
<td>Leisure, short business travel and general public demand</td>
<td>Insurance, housing and corporate accommodation workflows</td>
</tr>
<tr>
<td>Length of stay</td>
<td>Often shorter, with more frequent turnovers</td>
<td>Public supplier proposition focuses on three-to-six-month-plus stays</td>
</tr>
<tr>
<td>Operating rhythm</td>
<td>More arrivals, departures and guest acquisition cycles</td>
<td>Fewer booking cycles, with planned weekly servicing and extension management</td>
</tr>
<tr>
<td>Inventory control</td>
<td>Managed through the OTA, PMS or channel manager</td>
<td>Connected availability and pricing where the selected integration supports it</td>
</tr>
<tr>
<td>Commercial assessment</td>
<td>Nightly rate, channel costs and occupancy</td>
<td>Total net contribution, utilities, servicing, extensions and concentration risk</td>
</tr>
</tbody></table>
You may use short stays to capture peak leisure demand and longer placements to support base occupancy during suitable periods. Our role is to give you access to a specialist route that can complement that strategy—not to dictate how you run your portfolio.
<h2>How we bring new suppliers on board</h2>
We have kept the route into our network straightforward. The application starts a review so that we can understand your business, portfolio, systems and service standards before any properties go live.
Here is what to expect:
<ol>
<li>Check that your portfolio fits. Review our standards and choose the properties you want us to assess first.</li>
<li>Submit your application. Tell us about your company, locations, inventory and operating model.</li>
<li>Complete our approval process. We will review the information supplied and confirm any additional requirements.</li>
<li>Review the Supplier Agreement. Read the current commercial and operational terms before activation.</li>
<li>Set up your account and connection. Our <a href="https://vivrestays.com/integrations/owners-portal-demo/" target="_blank" rel="noopener noreferrer">Owner’s Portal guide</a> covers profile details, account security and payment setup.</li>
<li>Check your listings with us. We will help make sure property content, rates, availability, restrictions and servicing information are ready before launch.</li>
</ol>
Approval is not automatic. Our standards help keep the network credible and give professional buyers confidence in the accommodation presented to them.
<h2>Prepare a stronger supplier application</h2>
A complete application helps us understand where your properties could fit and reduces avoidable back-and-forth. Before you begin, prepare:
<ul>
<li>registered company and primary operational contacts;</li>
<li>portfolio locations and property types;</li>
<li>the PMS or channel manager used for each part of the portfolio;</li>
<li>confirmation that properties are entire units in the UK;</li>
<li>standard inclusions, including utilities, Wi-Fi, linen and towels;</li>
<li>weekly cleaning arrangements and how the cost appears in the rate;</li>
<li>emergency-support procedures and escalation contacts;</li>
<li>current availability, rate ownership and booking-approval process; and</li>
<li>the first properties you would nominate for a controlled launch.</li>
</ul>
You can also watch our <a href="https://www.youtube.com/watch?v=F_gtalqvh8s" target="_blank" rel="noopener noreferrer">digital alternative accommodation platform overview</a>. It will help colleagues across your commercial and operations teams understand how supplier inventory supports the wider booking journey.
<h2>We are welcoming applications across the UK</h2>
Our network is UK-wide, and we welcome applications from professional operators with suitable properties throughout the country. This week we are particularly inviting operators in Durham, Sunderland, Hartlepool and Redcar to introduce their portfolios to us.
If you manage entire properties across the North East, tell us exactly where they are and what they offer. Capacity, access, parking, pet policies and servicing details help us consider your portfolio when a suitable requirement arises, although location alone cannot guarantee bookings.
<h2>Frequently asked questions</h2>
<h3>Does VivreStays accept individual landlords or casual Airbnb hosts?</h3>
No. We work with professionally managed accommodation providers rather than individual landlords or casual hosts. Applicants should have suitable entire properties, reliable operating processes and a record of delivering dependable guest experiences.
<h3>Are shared properties or room-only listings accepted?</h3>
No. We require entire properties and do not accept shared accommodation or room-only listings.
<h3>Does VivreStays guarantee long-term bookings?</h3>
No. We give approved suppliers access to our specialist platform and client workflows, but we cannot guarantee enquiries, occupancy or booking volume. Opportunities depend on property suitability, location, pricing, availability and each client’s requirements.
<h3>Do I need a PMS or channel manager?</h3>
A supported connection can make inventory management more efficient, but the best route depends on your systems and approved account setup. Our onboarding team can help you identify the relevant connection and test what data it sends before activation.
<h3>Are longer bookings always more profitable than OTA bookings?</h3>
Not always. They can reduce turnovers and acquisition effort, but you should still account for utilities, weekly cleaning, linen, maintenance, cancellation exposure and displaced peak dates. We encourage suppliers to model the full net contribution for each property.
<h3>How do I start the supplier application?</h3>
Review the standards above and complete our <a href="https://vivrestays.com/supplier-form/" target="_blank" rel="noopener noreferrer">supplier application</a>. Give us clear information about your business, locations and first group of properties so our team can assess the opportunity properly.
<h2>Ready to grow your long-stay booking mix?</h2>
If you professionally manage suitable entire properties in the UK, we would be pleased to learn more about your portfolio. Joining VivreStays can give you a specialist route to insurance, housing and corporate accommodation requirements while allowing you to retain a balanced channel strategy.
<a href="https://vivrestays.com/supplier-form/" target="_blank" rel="noopener noreferrer">Apply to become a VivreStays supplier today</a>. Start with a controlled group of properties that your team is ready to keep accurately priced, available, serviced and supported—and let us explore where we can work together.
<h2>Sources</h2>
<ul>
<li><a href="https://vivrestays.com/supplier-form/" target="_blank" rel="noopener noreferrer">VivreStays supplier application and qualification checklist</a></li>
<li><a href="https://vivrestays.com/integrations/" target="_blank" rel="noopener noreferrer">VivreStays integrations hub</a></li>
<li><a href="https://vivrestays.com/integrations/owners-portal-demo/" target="_blank" rel="noopener noreferrer">VivreStays Owner’s Portal guide</a></li>
<li><a href="https://www.youtube.com/watch?v=F_gtalqvh8s" target="_blank" rel="noopener noreferrer">VivreStays digital alternative accommodation platform overview</a></li>
</ul>

Join VivreStays: Put Your UK Properties in Front of Long-Stay Clients

When storms, floods or major incidents leave several households unable to stay at home, alternative accommodation can quickly become an operational bottleneck. Claims teams must find suitable properties, keep policyholders informed and control costs while demand is still rising.The best response starts before the booking queue builds. A simple surge plan, clear ownership and one shared accommodation workflow can help teams move faster without losing sight of suitability or customer care.<h2>Key takeaways</h2><ul><li>Act when warning signals and claim volumes begin to change, not when the team is already overwhelmed.</li><li>Triage each household by urgency and individual requirements.</li><li>Keep searches, supplier responses, decisions, bookings and costs in one workflow.</li><li>Plan extension reviews from the start of every stay.</li><li>Measure speed, but never at the expense of suitability or fair customer outcomes.</li></ul><h5>Why surge events make accommodation harder</h5>A surge event happens when the volume, urgency or location of claims exceeds a team's normal accommodation capacity. It may follow flooding, storms, fires, escape-of-water incidents or another event affecting several homes.The difficulty is not simply finding more properties. Teams may face:<ul><li>tight local accommodation supply;</li><li>disrupted transport or restricted search areas;</li><li>households needing accessible accommodation;</li><li>pets, parking, schools or care networks to consider;</li><li>uncertain repair dates; and</li><li>pressure for frequent policyholder updates.</li></ul>The FCA requires insurers to handle claims promptly and fairly, provide reasonable guidance and keep customers appropriately informed. A surge does not remove those responsibilities; it makes an organised process more important.The financial environment is also significant. The Association of British Insurers reported £6.1 billion in UK property-insurance claims during 2025, including £1.2 billion connected with weather-related property damage.<h6>Prepare before demand starts to peak</h6>Start with agreed triggers, responsibilities and escalation routes. The Met Office uses impact-based warnings, while Environment Agency flood alerts can add useful local context in England.A practical trigger plan could include:<ul><li>Relevant yellow warning: review exposed areas, supplier coverage and staffing.</li><li>Amber warning or concentrated claims: activate a surge queue and daily capacity review.</li><li>Several urgent displacement cases: prioritise household triage and suitable-property searches.</li><li>Local supply tightening: widen the search radius under agreed rules and escalate exceptions.</li><li>Repair dates moving: review extensions before current bookings approach expiry.</li></ul>These are examples rather than universal thresholds. Each insurer should adapt them to its portfolio, policy wording, operating model and governance requirements.Before starting a search, capture the essential information once:<ul><li>household size and preferred location;</li><li>accessibility or support requirements;</li><li>pets and parking;</li><li>school, work, treatment or care journeys;</li><li>expected duration;</li><li>budget authority; and</li><li>the policyholder's preferred contact method.</li></ul><h6>A six-step accommodation workflow </h6><h6>1. Monitor demand and impact signals</h6>Bring official warnings, incoming claims and geographic concentrations into one operational view. The aim is to recognise when normal case handling is turning into a queue-management problem.The surge lead should be able to see:<ul><li>affected regions;</li><li>open accommodation cases;</li><li>households still waiting for a suitable option; and</li><li>locations where response times or supply are deteriorating.</li></ul><h6>2. Triage households consistently</h6>Separate immediate emergency needs from the accommodation search, then record the household's essential requirements. A consistent approach helps prevent the loudest request from automatically being treated as the most urgent.Human interaction must remain available. Accessibility, medical treatment, infants, caring responsibilities or other individual circumstances may require a different search radius or decision route.<h6>3. Search live supply</h6>During a surge, long email chains and repeated telephone calls are difficult to control. Claims teams need live availability where possible and a clear way to collect supplier responses when instant options are unavailable.The <a href="https://vivrestays.com/for-insurers" target="_blank" rel="noopener noreferrer">VivreStays insurer platform</a> allows teams to create booking requests, shortlist live options and manage supplier enquiries centrally. Search requirements can then be separated into:<ul><li>non-negotiable needs, such as accessibility or household capacity;</li><li>important preferences, such as parking or proximity to school; and</li><li>exceptions requiring approval, such as a wider radius or different property type.</li></ul><h6>4. Share suitable options</h6>Speed only helps when policyholders receive suitable and understandable choices. Keep the shortlist manageable and explain the property type, location, facilities, dates and any important conditions.VivreStays supports sharing shortlisted options with policyholders. Recording what was offered, selected and approved also creates a clearer decision trail when cases move between handlers.<h6>5. Confirm and manage the stay</h6>Once an option is accepted, update the central case record rather than beginning another disconnected email chain. Keep dates, costs, approval status, supplier details and communications visible to the relevant team.Accommodation management continues after confirmation. Teams still need to track:<ul><li>booking changes;</li><li>actions and exceptions;</li><li>repair updates;</li><li>policyholder communications; and</li><li>the next review date.</li></ul>For a closer look at operational speed, read <a href="https://vivrestays.com/blog/reducing-claims-cycle-time-through-live-accommodation-availability/" target="_blank" rel="noopener noreferrer">Reducing Claims Cycle Time Through Live Accommodation Availability</a>.<h6>6. Review extensions early</h6>Do not let an expiring booking create a new emergency. Set the review date at the beginning of the stay and compare the latest repair timetable with the cost and disruption of extending or moving.VivreStays keeps extension activity alongside the original booking and reporting information. That gives claims teams more time to preserve continuity where appropriate while maintaining visibility of dates and costs.<h6>Measure what helps the team act</h6>A short surge dashboard is more useful than dozens of measures nobody owns. Consider tracking:<ul><li>time to the first suitable option;</li><li>time to booking confirmation;</li><li>cases with no suitable option and their age;</li><li>bookings approaching review without an extension decision;</li><li>cost variance against recorded authority;</li><li>avoidable household moves; and</li><li>supplier response coverage by region.</li></ul>These are management indicators, not customer promises. A quick first option followed by repeated moves may be worse than a slightly longer search that produces a suitable, stable placement.After the event, review where supply tightened, which requirements caused exceptions and when demand first exceeded capacity. Turn those findings into specific changes to the surge plan and supplier network.<h6>Where software adds control</h6>Software cannot create unlimited local supply or decide what is fair for an individual household. It can reduce avoidable administration and make the next action clearer.The strongest approach connects the full journey:<ul><li>booking request;</li><li>live search and supplier enquiries;</li><li>option sharing;</li><li>confirmation;</li><li>extension management; and</li><li>reporting.</li></ul><a href="https://vivrestays.com/emergency-housing" target="_blank" rel="noopener noreferrer">VivreStays emergency housing</a> supports rapid placements and changing stay requirements. A shared workflow can also give operations leaders a clearer view of workload, costs and unresolved exceptions.<h6>Frequently asked questions What is an insurance surge event?</h6>It is a period when the volume, urgency or geographic concentration of claims exceeds normal handling capacity. Each insurer should use its own agreed definition and activation criteria.<h6>When should an accommodation surge plan be activated?</h6>Use a combination of official warnings, portfolio exposure, claim notifications, local supply and internal capacity. A warning colour alone should not dictate every operational decision.<h6>How should vulnerable policyholders be prioritised?</h6>Follow established vulnerability, data-protection and claims procedures. Capture only the information needed to find suitable accommodation and retain a clear route for human escalation.<h6>Can software guarantee suitable accommodation?</h6>No. It can improve availability searches, supplier communication and workflow visibility, but suitability still depends on the household, available supply, policy terms and professional judgement.<h6>Why plan extensions during the initial booking?</h6>Repair timetables often change. An early review date gives the team time to compare continuity, cost and availability before the booking expires.<h6>Bring surge accommodation into one workflow</h6>VivreStays helps insurers search live availability, manage supplier responses, share suitable options, confirm bookings and control extensions in one platform. If your surge process still relies on fragmented inboxes and spreadsheets, <a href="https://vivrestays.com/contact/" target="_blank" rel="noopener noreferrer">request a VivreStays demo</a> to explore a more controlled approach.<h6>Sources</h6><ul><li><a href="https://www.abi.org.uk/news/news-articles/2026/2/adverse-weatherpushesproperty-insurance-payouts-to-6.1-billionin-2025/" target="_blank" rel="noopener noreferrer">Association of British Insurers: Adverse weather pushes property insurance payouts to £6.1 billion in 2025</a></li><li><a href="https://www.abi.org.uk/products-and-issues/topics-and-issues/flooding/recovering-from-a-flood/" target="_blank" rel="noopener noreferrer">Association of British Insurers: Recovering from a flood</a></li><li><a href="https://handbook.fca.org.uk/handbook/ICOBS/8/" target="_blank" rel="noopener noreferrer">FCA Handbook: ICOBS 8 — Claims handling</a></li><li><a href="https://weather.metoffice.gov.uk/warnings-and-advice/seasonal-advice/when-and-why-do-we-issue-warnings" target="_blank" rel="noopener noreferrer">Met Office: When and why weather warnings are issued</a></li><li><a href="https://www.gov.uk/get-flood-warnings" target="_blank" rel="noopener noreferrer">GOV.UK: Get flood warnings by text, phone or email</a></li><li><a href="https://vivrestays.com/for-insurers" target="_blank" rel="noopener noreferrer">VivreStays: Solutions for insurers</a></li><li><a href="https://vivrestays.com/emergency-housing" target="_blank" rel="noopener noreferrer">VivreStays: Emergency housing</a></li></ul>

How Insurers Can Manage Alternative Accommodation During Surge Events

We're excited to announce a new feature on the VivreStays platform. You can now book parking alongside your accommodation, making it even easier to organise every aspect of your stay in one place.Whether you're arranging temporary accommodation for an insurance claim, booking a business trip, or managing accommodation for contractors or relocating guests, parking is now just as simple to arrange as your accommodation.Parking Available Across the UKOur new parking service gives you access to:<ul><li>26 cities across the UK</li><li>78 secure parking facilities</li><li>Convenient locations close to city centres, transport links and key destinations</li></ul>By booking parking in advance, you can arrive knowing your space is already reserved, saving both time and unnecessary stress.Exclusive 15% Discount for VivreStays CustomersAs a VivreStays customer, you'll receive an exclusive 15% discount on parking products, including:<ul><li>Short Stay Parking</li><li>Season Tickets</li><li>Unlimited Season Tickets</li><li>Night & Weekend Season Tickets</li></ul>This exclusive saving is available when booking through the VivreStays platform using your dedicated discount code.How to Use Your Discount<ol><li>Choose your city and parking option.</li><li>Enter your exclusive VivreStays discount code at checkout.</li><li>Enjoy 15% off your parking booking.</li></ol> One Platform for Everything You Need We continue to evolve into a complete booking platform for the alternative accommodation sector. From live accommodation availability to transparent pricing, extensions, reporting, and now discounted parking, our goal is to simplify every stage of the booking journey.
If you're already using VivreStays, you can start booking parking today. If you're not yet a customer, book a demo to see how VivreStays can help your organisation manage temporary accommodation faster, more efficiently, and now with discounted parking included!

Parking Now Available on VivreStays – Book Accommodation and Parking in One Place

Over the past few years, I've been fortunate to build something that helps people through some of the most difficult moments of their lives.Through VivreStays, we've supported families who have suddenly lost their homes due to fires, floods, escape of water, structural damage and other emergencies. When life changes overnight, having a safe place to stay isn't a luxury - its a necessity.Now it's my turn to step outside my comfort zone.On the September 24th, I am volunteering to spend one night in one of the country's most haunted prisons, HM Prison Shrewsbury, as part of Cash for Kids x LoveBrum – Set Me Free 2026, raising money to support disadvantaged children and young people across our communities.Every donation, no matter the size, will make a difference.Thank you for your support!






<a href="https://www.cashforkidsgive.co.uk/campaign/cash-for-kids-set-me-free-2026/fundraisers/arthur-snezko/" target="_blank" rel="noopener noreferrer">https://www.cashforkidsgive.co.uk/campaign/cash-for-kids-set-me-free-2026/fundraisers/arthur-snezko/</a>

Trading Comfort for a Cause

Managing supplier payments across multiple properties has traditionally been messy, especially for suppliers operating under different trading entities, ownership structures, or regional banking setups. To solve this, we’ve introduced a highly requested enhancement inside VivreStays Supplier Settings: Multiple Bank Accounts. This new feature gives suppliers significantly more flexibility and control over how payouts are managed across their portfolio. What’s New?Suppliers can now:<ul><li>Add one or multiple bank accounts within Supplier Settings</li><li>Assign specific bank accounts to individual properties</li><li>Ensure payouts are routed directly into the correct account automatically</li></ul>This is particularly useful for:<ul><li>Suppliers managing multiple brands or legal entities</li><li>Property groups with separate accounting structures</li><li>Operators working across different regions</li></ul> How It WorksThe setup process is straightforward. Step 1 — Add Bank Accounts Navigate to:Supplier Settings → Bank Accounts From here, suppliers can add multiple payout accounts and save them securely within the platform. Step 2 — Assign Accounts to Properties Next, head to:Properties → Property Settings Each property can now be linked to a preferred payout account. This means every booking payout is automatically directed to the correct bank account without any manual intervention. Why This MattersAs supplier operations scale, payment management becomes increasingly complex.Previously, many suppliers had to:<ul><li>Use a single payout account across all properties</li><li>Manually transfer funds internally</li></ul>With Multiple Bank Accounts, suppliers can now manage payouts at property level directly inside VivreStays. The result:<ul><li>Cleaner accounting workflows</li><li>Reduced manual finance admin</li><li>Faster reconciliation</li><li>Better operational control</li></ul> Built for Growing Supplier OperationsThis update is another step towards making VivreStays a more operationally powerful platform for both suppliers and insurers. We’re continuing to focus on reducing friction across bookings, finance, supplier management, and claims accommodation workflows — while giving users more flexibility as they scale. More supplier-focused improvements are already in development and will be released soon.

Product Update: Multiple Bank Accounts for Suppliers

<h5>Uncovering the True Cost of Alternative Accommodation in Property Claims</h5>Alternative Accommodation (AA) is notoriously one of the most operationally intensive components of a property claim. However, despite its complexity, many insurers still rely on processes that are highly manual, agency-led, and lacking transparency.While the nightly room rate might be highly visible on an invoice, the total cost of delivery is rarely measured with accuracy. Let's examine the hidden financial and operational costs embedded within traditional AA costs. 1. The Illusion of the Nightly RateMost insurers evaluate their AA spend simply by looking at the nightly cost of a room. However, manual sourcing models often hide the true price tag through:<ul><li>Non-transparent markups: Hidden fees embedded into the final price.</li><li>Commission layers: Multiple intermediaries taking a cut along the supply chain.</li><li>Reactive surge pricing: Inflated costs during weather events (such as winter freezes or flooding) or major property incidents.</li></ul>Without real-time benchmarking, insurers are left completely in the dark, unable to determine if they are paying fair market value or simply absorbing inflated agency costs. 2. The Administrative BurdenManual AA processes are a significant drain on resource. Sourcing a single property often requires:<ul><li>Countless phone calls and email chains.</li><li>Back-and-forth availability confirmations.</li><li>Complex, manual extension negotiations.</li><li>Manual invoice reconciliation across different rate structures.</li></ul>This administrative weight consumes hours of a claims handler's time per placement, diverting their focus from higher-value tasks and proactive customer care. During surge events, this workload scales exponentially. 3. The Extension TrapOne of the most overlooked cost drivers in AA is the extension phase. Temporary accommodation rarely ends exactly on schedule. When stays are renegotiated mid-claim:<ul><li>Rates can increase unpredictably.</li><li>Negotiations introduce unnecessary delays.</li><li>Budget forecasting becomes entirely unreliable.</li></ul>Without fixed-rate extension agreements or transparent pricing models, cost control devolves from a strategic initiative into a reactive scramble. 4. The Data Black HoleIn traditional models, valuable accommodation data sits isolated with third-party agencies. Because insurers lack consolidated reporting, spend analysis is almost always retrospective rather than live. This prevents procurement and finance teams from:<ul><li>Benchmarking supplier performance.</li><li>Identifying long-term cost trends.</li><li>Forecasting budgets accurately.</li></ul>Without structured, accessible data, true financial optimisation is impossible. 5. The Customer and Reputational TollDelays in placement or extensions do not just strain budgets; they deeply impact policyholders who are already experiencing severe disruption.Slow sourcing, limited visibility, or last-minute property changes actively drive up customer complaints and grind down trust. In the UK insurance sector, operational inefficiency always carries a heavy reputational cost, particularly concerning Consumer Duty obligations. The Strategic Pivot: Manual vs. DigitalIf alternative accommodation is high-spend, operationally intensive, and reputationally sensitive, it simply cannot remain a manual workflow.Here is how modern digital models shift the paradigm:<table><tbody><tr><th scope="col">Component</th><th scope="col">The Manual Workflow</th><th scope="col">The Digital Workflow</th></tr><tr><td>Availability</td><td>Back-and-forth emails and calls</td><td>Live, real-time availability</td></tr><tr><td>Pricing</td><td>Hidden markups and variable rates.</td><td>Transparent, standard OTA pricing</td></tr><tr><td>Extensions</td><td>Reactive, unpredictable negotiations</td><td>Fixed-rate, guaranteed extensions</td></tr><tr><td>Analytics</td><td>Retrospective, isolated third-party data</td><td>Live dashboards and structured reporting</td></tr><tr><td>Cost Strategy</td><td>Reactive damage control</td><td>Structured financial control</td></tr></tbody></table> <h5>Conclusion: Step into the Digital World of Alternative Accommodation</h5>The true cost of manual alternative accommodation is no longer a necessary burden you have to accept. It is time to move away from outdated, agency-led models and embrace structured financial control.VivreStays is a UK-based SaaS platform designed specifically to help insurers book, manage, and control alternative accommodation for displaced policyholders. We replace manual, fragmented processes with a modern solution that offers:<ul><li>Live availability</li><li>Transparent pricing</li><li>Simple extension management</li><li>Built-in credit facilities</li></ul>By transitioning to a digital-first approach, your team can directly improve claims outcomes whilst simultaneously reducing overall AA costs and administrative delays.Experience the difference of booking alternative accommodation in a new digital world - try VivreStays platform and take back control of your claims spend.

Learn how hidden costs in alternative accommodation affect property claims and how digital workflows improve visibility, control and outcomes.

The True Cost of Alternative Accommodation in Property Claims | VivreStays

Uncovering the True Cost of Alternative Accommodation in Property Claims

<h5>AA Agency vs. Digital Platform: What is the Real Difference?</h5>The insurance industry has done a great job modernising how it handles claims payments and spots fraud. But, when it comes to Alternative Accommodation (AA), many insurers are still stuck in the past, relying on traditional agencies to manage bookings.Let's look at the 5 main differences between the old agency way and the new digital model. 1. Finding a PropertyThe Agency Way<ul><li>You have to wait for a sourcing team to do the work.</li><li>You only know a property is available after someone calls to check.</li><li>You cannot see what is actually on the market yourself.</li></ul>The Digital Way<ul><li>You see live availability instantly.</li><li>Confirmations happen in real-time.</li><li>You get a full view of the inventory.</li></ul>Why it matters: Speed is everything. Digital systems remove the waiting game, letting you place policyholders faster. 2. Pricing and CostsThe Agency Way<ul><li>Agencies often add hidden fees and high mark-ups.</li><li>It is hard to see the real cost of the room.</li><li>When a stay needs extending, the price often goes up or leads to a forced move.</li></ul>The Digital Way<ul><li>Pricing is transparent; you know exactly what you are paying.</li><li>Extension terms are clear from the start.</li><li>Reporting is structured and easy to understand.</li></ul>Why it matters: Clear pricing helps you control your budget and stops you from overpaying. 3. Admin WorkThe Agency Way<ul><li>Endless email chains and phone calls to sort one claim.</li><li>Manual approvals slow everything down.</li><li>Reconciling invoices against multiple booking rates following extensions is unnecessarily complex task.</li></ul>The Digital Way<ul><li>Everything is on one central dashboard.</li><li>Booking workflows are automated.</li><li>Extensions are charged at the same agreed rates, and invoices are generated automatically.</li></ul>Why it matters: Claims handlers should spend their time supporting policyholders, not chasing paperwork. 4. Data and InsightThe Agency Way<ul><li>Data is messy and scattered across different places.</li><li>It is hard to compare suppliers.</li><li>You only analyse costs after the money is spent.</li></ul>The Digital Way<ul><li>You get real-time dashboards showing spend right now.</li><li>You can see hundreds of properties on one page with description and live rates.</li><li>By reviewing live rates upfront, you can clearly see the total alternative accommodation cost before confirming the booking.</li></ul>Why it matters: Good data lets you manage costs proactively, rather than just reacting to bad news later. 5. Handling Surge EventsThe Agency Way<ul><li>Agencies get overwhelmed during floods or big events, creating bottlenecks.</li><li>Response times drop when demand is high.</li><li>Surge events are the perfect opportunity for agencies to hike up their rates.</li></ul>The Digital Way<ul><li>The system is engineered to perform consistently, regardless of volume.</li><li>You can submit 5 or 55 enquiries within a few hours, with no delays.</li><li>Rates remain aligned with those on traditional booking websites.</li></ul>Why it matters: As extreme weather events become more common, you need a system that does not crack under pressure. Conclusion: Experience the Difference with VivreStaysThe old agency model was built for a different time. In 2026, you need speed, control, and no hidden surprises.VivreStays is the digital home of alternative accommodation, built specifically for insurers. We replace the manual chaos with a simple, transparent platform that gives you:<ul><li>Live Availability: See vetted properties instantly without the bloat of agency mark-ups.</li><li>Credit Facilities: Book without upfront payments, removing the delays caused by purchase orders and manual approvals.</li><li>Total Control: Manage everything from a friendly, intuitive dashboard that tracks every stage of the booking.</li></ul>Do not let outdated methods slow down your claims team or distress your customers any longer. It is time to see the difference for yourself.Try the VivreStays platform today and start booking effortlessly.

Compare traditional alternative accommodation agencies with digital platforms built for live availability, transparent pricing and claims workflow control.

Alternative Accommodation Agency vs Digital Platform | VivreStays

AA Agency vs. Digital Platform: What is the Real Difference?

<h5>Reducing Claims Cycle Time Through Live Accommodation Availability</h5>When a policyholder requires alternative accommodation, every hour of uncertainty increases pressure on the claims handler and anxiety for the customer.The difference between a manual enquiry process and a live digital platform is not marginal.It is structural. The Traditional Search for Availability PatternIn a manual environment, placement typically follows this sequence:<ol><li>Claims handler identifies need</li><li>Accommodation provider contacted via email</li><li>Availability confirmed</li><li>Rate negotiated</li><li>Policyholder informed via separate email</li><li>Policyholder accepts the proposed property</li><li>Booking finalised and confirmed via email and payment arranged</li></ol>This is a linear communication chain.Each step depends on someone replying.Each reply introduces waiting time.If the property is unavailable, the process restarts.If the rate is unsuitable, negotiation begins.If the policyholder declines, a new option must be sourced.What appears to be a straightforward placement can stretch across many hours or days. The Friction Points in Manual EnquiryManual placement slows down for predictable reasons:1. Asynchronous CommunicationEmail-based confirmation creates unavoidable lag between enquiry and response.2. Availability UncertaintyProperties can become unavailable during the enquiry window, forcing repeat sourcing.3. Rate NegotiationPricing discussions introduce delay and inconsistency.4. Fragmented CommunicationProviders and policyholders are updated separately, increasing coordination time.The cumulative effect is operational drag.Across a portfolio of claims, these delays materially affect handler workload and early-stage claim momentum. What Live Availability ChangesLive availability removes the enquiry loop.Instead of requesting availability, the claims handler can:<ul><li>View all available properties with a click of a button</li><li>See transparent pricing instantly</li><li>Present options to the policyholder immediately</li><li>Secure bookings instantly</li></ul>The process becomes synchronous rather than asynchronous.The time between identifying need and confirming placement is compressed from days to minutes. Customer Experience ImpactSpeed of confirmation directly affects customer perception.Immediate clarity on accommodation options reduces uncertainty.Clear pricing prevents later confusion.Prompt confirmation signals control and professionalism.The first 24 hours of a displacement event set the tone for the entire claim experience.Live availability strengthens that first impression. Conclusion: VivreStays is the digital home of alternative accommodation, built specifically for insurers.We replace manual email chains, fragmented communication and pricing uncertainty with a single, transparent platform designed for speed and control.Claims handlers can view live availability, access clear pricing, present options instantly and confirm bookings within minutes, all in one structured workflow.No back-and-forth emails.No repeated sourcing.No negotiation loops.Just real-time visibility and immediate confirmation.If your current accommodation process still relies on manual enquiries, the difference is not incremental; it is transformational.See the platform in action.Book a demo and experience how alternative accommodation should work in 2026.

See how live accommodation availability can reduce claims delays, improve placement speed and give insurance teams better operational control.

Reduce Claims Cycle Time with Live Accommodation Availability | VivreStays

Reducing Claims Cycle Time Through Live Accommodation Availability

<h5>Product update: a modern "Liquid Glass" redesign for VivreStays CRM + new RAG manager view</h5>We've shipped a major visual and usability upgrade to the VivreStays CRM. The interface has been rebuilt with a Liquid Glass-inspired design: softer depth, cleaner hierarchy, and a more modern, confident feel, without sacrificing clarity for claims teams working at pace. A fresh look: Liquid Glass, built for focusThe new UI introduces a refined "glass" surface treatment with subtle translucency and depth. The goal is simple: reduce visual noise and make key actions unmistakable, even when you're juggling multiple bookings at the same time.What you'll notice immediately:<ul><li>Cleaner spacing and alignment for quicker scanning</li><li>Clearer visual grouping of credit, enquiries, and bookings</li><li>A calmer layout that still surfaces what matters</li></ul> Smoother animations, less frictionWe've improved motion across the CRM so the product feels more responsive and predictable. Animations are now:<ul><li>More purposeful (guiding attention rather than distracting)</li><li>Smoother (better transitions)</li><li>Consistent (one cohesive behaviour across cards, lists, and actions)</li></ul>The result is a UI that feels modern, but stays operationally sharp.Alongside the visual refresh, we've made targeted performance enhancements so pages load and update more efficiently. Colour enhancements for clearer status visibilityWe've tuned the colour system to improve contrast and readability, especially around status indicators and action areas. This makes it easier to spot:<ul><li>What's pending</li><li>What's confirmed</li><li>What needs review</li><li>What requires immediate action</li></ul> New: RAG view for managers (Red / Amber / Green)For managers overseeing multiple bookings, we've added a dedicated RAG (Red-Amber-Green) section.This gives a single, at-a-glance operational picture of booking health:<ul><li>Red: Bookings requiring urgent action</li><li>Amber: Bookings that need attention soon (e.g., pending confirmations or policyholder steps)</li><li>Green: No action required</li></ul>It's designed to reduce time spent hunting through lists and help teams prioritise interventions before issues become delays or cost escalations. What this means day-to-dayThis release is about one thing: better operational control with less effort. The CRM is now:<ul><li>Easier to read</li><li>Faster to use</li><li>Clearer visibility of what requires action</li><li>More manager-friendly at scale</li></ul>

Explore the VivreStays CRM redesign, Liquid Glass interface update and new RAG manager view for operational accommodation workflows.

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