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This page outlines how to add, amend or update /edit 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

using the Setup Tenancy Checks option

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

Setup Tenancy Checks allows you to add/edit options found within the tenancy screen (with the exception of Pre-Instruction & Offer checks, which are found on the property & offers screens)
For more information on the functionality for each option, links are provided below

Checks: Pre-Tenancy, Post-Tenancy, Pre-Instruction, Offer, Certificate
Agreements: Break Clauses, Allowances, Renewal Options, Responsibilities - all options are found on the Agreement tab of the tenancy screen (see Agreement section of this guide)

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

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Accessing Setup Tenancy Checks screen

From main menu:

Click user name/office
Select Configuration and click Setup Tenancy Checks

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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

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The Setup Checks / Agreements screen will be displayed
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Adding/editing checks

Change order

From the Setup Checks/Agreements screen:

Select the check type (top left) - options are:
Pre-Tenancy Checks, Post-Tenancy Checks, Pre-Instruction Checks, Offer Checks,
Certificate Checks
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To add new 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

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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

To edit an existing check:

Select the check on the left
Make changes on the right
Click Save

Tip
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

The following settings are available for all checks:

Code

Leave blank - will be automatically added when saving

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)

Name

Text displayed to users in the Pre-Tenancy/Post-Tenancy screens on the tenancy record

Offices

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

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it

Unticked means the check cannot be changed or removed

Security

Option not available for Post-Tenancy Checks

To restrict a pre-tenancy check to specific users, a security group can be specified

When set, users in the security group will be able to access and use the check as normal, whereas users outside of the security group will only be able to view the check progress with no ability to update it

Security groups are set-up and managed by Reapit Support

The following checks contain options which are specific to that type of check:

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title	Post-Tenancy Checks

All settings are explained above, except:

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Required for deposit release

When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined here

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title	Pre-Instruction Checks

All settings are explained above, except:

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Applies to

Allows you to choose which marketing modes the check is to be offered on - i.e. sales and/or lettings

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title	Certificate Checks

All settings are explained above, except:

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Type

Choose which certificate types this check will be required for - e.g. Gas Safety

Adding/editing agreements

From the Setup Checks/Agreements screen:

Select the agreement type (top left) - options are:
Break Clauses, Allowances, Renewal Options

and

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

Image RemovedNote the following settings

To edit an existing agreement option: Select the relevant agreement option on the left Make changes on the right Click Save The following settings are available:
Code	Leave blank - will be automatically added when saving
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)
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

;

- this usually

consisting

consists 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

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

Version	Old Version 21	New Version 22
Changes made by	Fiona Hardy	Fiona Hardy
Saved on	Jan 13, 2022	Jan 14, 2022

Versions Compared

Key

Accessing Setup Tenancy Checks screen

Adding/editing checks

Adding/editing agreements

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