By partnering with Vinny, Heimstaden transformed leasing at one of their flagship sites. Vinny automated enquiry handling, booked viewings at scale, and kept every prospect moving — lifting Soho Wharf from 68% to 95% occupancy in ten months, hitting zero vacancies for the first time ever, and holding 95%+ through a cooling Birmingham market.

The Challenge

Enquiries were flooding in and the team were drowning in admin.

For Heimstaden, the pressure was relentless. Enquiries kept flooding in, but teams were drowning in manual tasks like arranging viewings, logging updates to the system, and replying to the same routine questions. At a landmark development like Soho Wharf, the stakes were even higher. Every delay meant longer void periods, frustrated teams, and revenue slipping through their fingers. When Vinny started, Soho Wharf sat at 68% occupancy, with 3,200+ manual activities per rep per month standing between the team and a full building.

The Solution

A teammate who never leaves the office.

With Vinny on the team, Heimstaden could finally keep pace with demand. Vinny qualified every enquiry instantly, booked viewings without delay, and kept records up to date automatically across the stack — including syncing into Yardi, a task that previously cost the team hundreds of hours a month re-keying information from other systems. Routine tenant questions were answered around the clock, freeing staff from the constant pressure of the inbox. At Soho Wharf, this meant no more bottlenecks, no more missed opportunities, and a team that could focus on filling every home.

How Heimstaden use Vinny

Across the lead-to-lease journey.

Heimstaden uses Vinny across every stage of the leasing journey — from the moment a lead comes in, to the in-person viewing, to the deal being done.

To qualify leads and book viewings Vinny responds to every enquiry instantly, asks the right qualifying questions, and filters out prospects who don't meet the rental criteria — before a rep gets involved. Viewing slots only open for people who are ready to move and reps start their day with a full calendar, not a full inbox.

To drive conversion before and after every viewing Vinny sends automated viewing reminders and chaser prompts to keep prospects engaged, and runs messaging campaigns before and after each viewing to move people through the funnel. Every prospect is automatically kept warm until they're ready to commit or they're out.

Free the team to close deals With Vinny handling the high-volume, repetitive work, reps stopped spending half their week chasing leads that were never going to convert. Every conversation they had was with someone vetted, interested, and ready. Deal velocity dropped significantly and conversion jumped. The team did more with less — and the numbers showed it.

The Results

+27pp occupancy and 59% less admin work per rep.

With Vinny on the team, the results were immediate. At Soho Wharf, Heimstaden lifted occupancy from 68% to 95% in ten months, hitting zero vacancies for the first time ever in August 2025 — and holding 95%+ across the nine months that followed, as the wider Birmingham BTR market cooled. Across that window, Vinny handled ~2,300 enquiries, booked ~1,350 viewings, automated 18,000 manual rep activities, and cut admin work per rep by 59%. The phone in the office stopped ringing, tenants were supported instantly, and leasing momentum turned voids into £430k of new revenue captured through Vinny channels. For the team, the difference was clear: less firefighting, more focus, and the time to grow.

Occupancy and Revenue

• 95% sustained occupancy at Soho Wharf (from 68% in July 2025, zero vacancies hit for the first time ever in August 2025).

• +27pp occupancy uplift across ten months.

• £430k of new revenue captured through Vinny channels.

Leasing Performance

• 59% enquiry-to-viewing conversion.

• 25% of viewings turned into a signed lease.

• ~2,300 enquiries and ~1,350 viewings handled across ten months.

Efficiency and Operational Gains

• <10 second average response times across 100% of leads.

• 99% of initial interactions handled entirely by Vinny — the office phone no longer rings.

• 59% less admin work per rep.

• 18,000 manual rep activities handled automatically.

Feedback

What the team says

“Vinny captures the enquiries that we would normally miss and gives us lot of time back. Our hectic day-to-day spent answering the phone is now spent with residents and running viewings.”

— [Sunny, Lead Negotiator, Heimstaden UK]

“A piece of advice, if you use Vinny get a new pair of shoes because you'll never be at your desk.”

— [Amit, Head of Operatoins, Heimstaden UK]

Why it Matters

A repeatable model for filling large developments, faster.

For Heimstaden, hitting zero vacancies at Soho Wharf was the milestone. Holding 95%+ through nine months of a cooling Birmingham market was the proof. With Vinny taking on the admin and keeping every enquiry moving, staff finally had the freedom to focus on residents, landlords, and long-term growth. Tenants felt supported, void revenue was captured, and the business gained a repeatable model for filling large developments faster — and keeping them full.

See how Vinny could help your team do the same.