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

A configuration option is available which requests a return date to be entered when checking a key out via the keys screen on a property

Reports can then be run for keys still checked out past their return date - two .rrd files are included at the end of this guide to allow you to easily import the overdue keys reports directly into AgencyCloud

To enable this configuration option, click here to contact Reapit Support

Tip

For more information on the keys screen in AgencyCloud, click here

1. Check out key

From the property:

  • Click Viewing and Keys

  • Click relevant key

  • Select Check key out to then select Negotiator or Contact / Company

    Select the relevant negotiator/contact/company

2. Enter a return date

A prompt to enter the key return date will be displayed

  • Enter the date the key will be returned
    The current date or a date in the future must be entered

  • Click Accept

3. When the key is checked out

  • Hovering over a checked out key displays the key return date
    (along with other check out details)

  • The key return date can be changed by clicking the checked out key and selecting Edit return due date

4. Identify overdue keys

Keys whose return date is overdue can be identified on the keys screen & via a Power Report

Via the keys screen

  • When a key return date is overdue, the key record is flagged in red on the keys screen

Via Power Reports

  • Select Property report type, then select Sales/Lettings as appropriate

  • Select any relevant criteria to filter the results, such as Office (or leave blank for all)

  • Click Show more and, from Linked Records, select Keys

  • Click Pick Keys Criteria - select any relevant criteria or leave blank for all

  • From Linked Records, select Key Movements

  • Click Pick Key Journal Criteria and select Due Date
    The screen will be displayed as shown below

Tip

This report will return a list of lettings properties in the London office with keys that are currently checked out and marked with a return date in the previous week

5. Import Power Report into AgencyCloud

The above Power Report can be imported to AgencyCloud (for sales and/or lettings) by downloading the required .rrd file on the right and importing it into AgencyCloud as a Predefined Report - see note below

View file
nameLettings - key not returned.rrd
View file
nameSales - key not returned.rrd

  • Once imported, the report criteria can be altered to suit the report you want to run
    e.g. you may wish to report on a different date range or add/remove more property/key criteria

Info

For information on how to download .rrd files and import them into AgencyCloud, see section entitled Importing an RRD file to AgencyCloud & using Predefined Reports in the Power Reports library

The Power Reports library contains 70+ commonly used Power Reports saved as .rrd files which you can download and import into AgencyCloud - making building Power Reports quicker & easier

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Configuration option which requests a return date to be entered when checking a key out via the keys screen on a property - reports can be run for keys still checked out past their return date