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

This page outlines how to add, amend or update tenancy checks & agreements to be presented for your users within the tenancy screen in AgencyCloud

This covers:

  • Pre/post tenancy checks
  • Break clauses
  • Responsibilities
  • Allowances
  • Renewal options

From AgencyCloud 12.144+, a key contact can request access to the Setup Tenancy Checks screen by contacting Reapit Support, click here to request this


Info
titleDisclaimer

Before making any changes with your AgencyCloud configuration, ensure you have read through the guidance provided - any changes made by you that impact the operation of AgencyCloud may incur a charge to rectify


1. Access Setup Tenancy Agreements screen

From main menu:

  • Click user name/office

  • Select Configuration and click Setup Tenancy Checks


2. Tenancy Checks screen

The Tenancy Checks screen holds access to add and update pre & post tenancy checks, break clauses, allowances, renewal options and responsibilities - all areas are presented as options within the Tenancy Details screen

Pre & Post Tenancy Checks

  • Click the Add button
    This action clears the right side of the screen, ready to add the new pre or post-tenancy check details

Note the following settings:
Code

Leave blank - will be automatically added when saving


Name

Text displayed to users


Offices

Choose which offices can use this option - leave blank for all


Change order

When hovering over the checks on the left, a double-headed arrow icon is displayed - clicking and dragging over this icon allows the order of how the checks are displayed to be determined


Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right
(checks cannot be deleted)


Break Clauses, Allowances, Renewal Options and Responsibilities

  • Click the Add button
    This action clears the right side of the screen, ready to add agreement details

Note the following settings:

Code

Leave blank - will be automatically added when saving


Applies to
(for Break Clauses only)

Determines who the break clause will be available for
Options are: Tenant, Landlord, Mutual


Renewal Options
(for Renewal Options only)


Determines the type of renewal option being entered
Options are: Renewal Options, Option Subject To

Adding an Option Subject to allows you to set up subject to agreements which can be selected along with renewal options


Description

Text displayed to users (agreement title)


Merge Text

Type the text here as you wish to it appear within your letter templates; usually consisting of text plus fields and drop down lists where input is required

Merge fields can also be used - use the Letter Template Editor to copy the required fields


Expand
titleExample Merge Text format for agreements

In the Merge Text field:

Add text 

Where a value needs to be entered by the user:
identify this with brackets { } with a unique numeric value between them - e.g. {1}


Where a user is required to pick from a drop down list: identify this with brackets { } with the following between them - a numeric value and colon (:), then the options you wish to present, separated by a comma (,)
e.g. {2: January, February, March, April, May...} etc


Where merge fields are to be used, to pull through information already stored in the tenancy screen - ensure the merge code is contained within brackets { }
e.g. entering this merge text onto your template will take the tenancy start date from the tenancy record and display it on the agreement letter {Formatter.GetFullDateString(Tenancy.FrDate)}


Example Merge Text using value & drop down menu fields

When a user chooses the above break clause template, the following text will be displayed to them


Inactive

If an agreement is no longer in use, select the agreement type on the left of the screen and tick the Inactive box, top right (agreements cannot be deleted)


3. Save changes

  • Click Save, then click Yes to confirm


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Excerpt
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How to add or update tenancy checks and agreement details presented to users within the tenancy screen in AgencyCloud