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This page outlines how to add/edit tenancy checks & agreements using the Setup Tenancy Checks option& Agreements screen
From AgencyCloud 12.144+, a key contact can request access to Setup Tenancy Checks & Agreements by contacting Reapit Support, click here to request this
Setup Tenancy Checks & Agreements 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
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Before making changes to AgencyCloud configuration, the guidance provided on this page should be read thoroughly - any changes made to configuration that impact the operation of AgencyCloud may incur a charge to rectify |
Accessing Setup
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Checks & Agreements screen
Adding/editing checks
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  Image Removed Image Added
To add new checks: To edit an existing check: | Tip |
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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: | Expand |
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| All settings are explained above, except:  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 |
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| All settings are explained above, except:  Applies to Allows you to choose which marketing modes the check is to be offered on - i.e. sales and/or lettings |
| Expand |
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| All settings are explained above, except:  Type Choose which certificate types this check will be required for - e.g. Gas Safety |
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Adding/editing agreements
From the Setup Checks/Agreements screen: Select the agreement type (top left) - options are:
Break Clauses, Allowances, Renewal Options, Responsibilities  Click the Add button
This action clears the right side of the screen, ready to add agreement details
To edit an existing agreement option: 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
(agreement options cannot be deleted) |
Description/Name | Text displayed to users (i.e. the agreement option title) |
Merge Text | Type the text here as you wish to it appear within your letter templates - this usually 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 | Expand |
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| title | Example Merge Text format for agreements |
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| 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  |
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The following agreement types contain options which are specific to that type of agreement: | Expand |
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| All settings are explained above, except:  Applies to Who the break clause will be available for - options are: Tenant, Landlord, Mutual |
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| All settings are explained above, except:  Allowed & Disallowed Merge Text Use the two fields to identify what is allowed and/or disallowed for the allowance type being added/updated |
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| All settings are explained above, except:  Type Determine 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 Renew Option Text ???? Text entered in this field is shown on the tenancy screen (Agreement tab, Renewal Option panel) Merge Text ???? ????? |
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How to add or edit tenancy check & agreement options using the Setup Tenancy Checks & Agreements screen |
