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

The Offers & Pipeline dashboard, one of the Lettings Management Information (MI) real-time dashboards available in AgencyCloud, lettings pipeline report offers inbuilt real-time analysis of your current lettings offers & pipeline for the current month to date (as well as up to a year prior to this)Data pipeline - data for the whole company and , individual offices or individual users can be displayed

The dashboard includes information on…

...

report shows numbers of arranging tenancies and/or pending offers, including figures on average rent and total fees

This guide covers:

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Accessing the report & filtering the data shown, plus general tips

Access the

dashboard

report

  • From the main menu, click Reports

, click MI Analysis

  • and select Lettings Pipeline

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Each panel is covered below - click a link to jump to a specific section

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Choose which data to view - Office(s) or Company

  • Select Office or Company top left

  • The Office data shown will default to your own office - this can be changed via Settings

Choose which month to view

  • The current month to date will be shown by default - see top left

  • Click the drop-down menu to change the view - the last 13 months prior to the current month can be shown

General tips for using the dashboard

  • Use the Settings section to change how data is shown

  • Hover over charts & statistics to see a tooltip which displays more information about the figure

  • Click on a blank area of a panel to see the data behind the chart or statistic in a grid
    Click on a section of a chart to see the data for just that area

    • When

    • Report

    • The screen below shows all available columns, if you can’t see all columns, these can be enabled via Settings or via the Hidden Columns option, see next section

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    Viewing hidden columns (& removing columns)

    If not all columns are shown, they can be added via the Hidden Columns menu

    • Click Hidden Columns and select the required columns to show or click Show All

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    • Columns can then be hidden again - hover over the column to remove and click the cross (top right)

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    • All Pending Offers columns or Arranging Tenancies columns can be removed in one go - hover over the heading and click the cross (top right)

    Filter by office, user and/or tenancy role

    • The whole company pipeline is shown by default

    • To filter the pipeline by office, click Office & select which office(s) to view

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    • To filter pipeline by user, click Negotiator and select the required name(s) from the list
      This uses the Key Contact name on the tenancy record (set in the Relationships panel)

    • To filter pipeline by tenancy roles, click Role and select the required role

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    General tips for using the lettings pipeline report

    • Use the Settings screen to change which columns are shown by default

    • Hover over column headings & figures to see information about the data displayed

    • Click on a figure to see the data behind it in a grid - when viewing the data in a grid, use grid functions to sort and filter the data

    and export to Excel
    See the Data grids section for more information

    Renewal Negotiations

    • Current status of renewal negotiations due to start within the selected month

    Info

    Hovering over the chart area gives more information in a tooltip, clicking the chart shows a data grid
    See General tips for using the dashboard section above for more information

    ...

    Overdue Renewal Negotiations

    • Current status of negotiations which are overdue

    Info

    An overdue negotiation is one where the renewal has a status of Started or Negotiating and the renewal Start Date is in the past
    (excluding those with no start date)

    ...

    Renewal Negotiations Trend

    Tip

    This chart allows trends for each month for the year-to-date to be displayed - the chart can be filtered by status or office - a pop-out chart option is also available which allows both the office and status filter options to be used together

    ...

    Default view - filtered by Status

    For all charts in this section:

    • Use the tick boxes on the left to choose which negotiation status types to show

    • Hove over points on the chart show the actual figure

    • Click on the chart to see the data in a grid

    ...

    Filtered by Office

    • Use the Filter menu (top left) to switch the chart to view by Office

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    ...

    Pop out chart option

    • Click the icon top right of the chart to view as a pop-out chart

    • Use the Filters on the left for Status and/or Office

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    • Or, change the view to Office Comparison and choose which offices to compare

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    Settings

    Tip

    The Settings options allow you to choose how data is displayed on your dashboard

    Changes made to Settings apply to the user who made them, therefore allowing you to customise your dashboard to match your priorities

    Accessing Settings

    ...

    Settings options

    All Settings options are shown below

    ...

    Office scope includes

    • Default is to show just your office

    • Use the drop down menu to change this and/or select other offices

    ...

    Chart colour settings

    Changes the chart colour scheme across all charts on the dashboard

    • Default is set to Multi-coloured charts

    • Can change to Single-coloured charts which requires the colour to be selected (to right of option)

    ...

    Statistics to show

    • Each tick box allows each of the three individual panels on the dashboard to be removed

    • Default setting is to display all panels

    ...

    Reset

    • Puts all settings in this screen back to their default settings

    Data grids

    Viewing data grids

    Data grids are available to allow you to drill down to view the data behind the chart/statistic

  • Click on a blank area of a panel to see the data behind the whole chart/statistic in that panel
    OR

    • Click on a section of a chart to see the data for just that area
    See example in next section

    Data grid features

    The data behind a chart/statistic clicked is shown in a grid
    The example below is shown when clicking the Renewal Negotiation Trends panel

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    Switch from current pipeline to future pipeline

    Switch from current pipeline to future pipeline

    • The current pipeline is shown by default (indicated by All in the menu)

    • Beside Date option, click All for the option to change the view to:

      • This Month - displays the pipeline for the current month

      • Next Month - displays the pipeline for the next month

      • Pick dates - usually dates in the future would be selected
        e.g. it is possible skip forward to view the pipeline for the first week of June

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    Show fees setting

    • The Show Fees As setting allows you to choose to view fees as a total or average amount - by default, fees are shown as Total Amount

    • Click Show Fees As for the option to change to show as an Average Amount

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    Statistics explained including viewing data in a grid

    Tip

    The statistics shown in the screenshot below are for Arranging Tenancies - the same statistics can be shown for Pending Offers
    If you can’t see Pending Offers on the report, click Hidden Columns and choose Show All

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    Count

    • Shows the total number of arranging tenancies /pending offers for the selected date filter

    Av Monthly Rent

    • Shows the average monthly rent for arranging tenancies /pending offers for the selected date filter

    Addl. Fee

    • Shows the total additional fees for arranging tenancies /pending offer for the selected date filter

    • Additional fees are the total sum of management fees, letting fees and landlord fees
      Both Management Fees & Letting Fees are set-up on the tenancy Financial & Renewals tab
      Landlord fees are set on the property Rent/Fee Details screen

    Calc. Fees

    • Shows the total yearly sum of management fees and letting fees for arranging tenancies /pending offers
      Both Management Fees & Letting Fees are set-up on the tenancy Financial & Renewals tab

    • This calculation does not use the date filters at the top of the dashboard, it is taken over the duration of the tenancy, using the tenancy start and end date
      e.g. if a tenancy is 6 months, the figure shown here will be the total monthly management & lettings fees multiplied by 6

    Viewing data behind the statistic in a grid

    • Clicking any of the statistics shown will show a data grid for the related tenancies

    • For example, this grid is shown when clicking a figure in the Av Monthly Rent column

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    • The grid displayed when clicking a Count figure shows more information, such as rent per month, fees, holding deposits & number of offer days (click screenshot below to enlarge, where required)

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    • Click the column headings to sort by that column (ascending/descending)

    Click Export to export the data shown to an Excel spreadsheet

    • To add more columns or remove existing columns from the grid, right-click over the column headings and select Pick columns
      New columns are added to the right of the grid, click and drag to the desired position then right-click over the column headings again and select Save grid layout

    • Click a figure in the grid to see the associated

    records
    In this example, when clicking a figure in the Started column, the related data is shown in a gridImage Removed

    A Print option is available (bottom right) which allows the content of the grid to be exported
    i.e. to email, letter, SMS or Excel

    Show Data Bars

  • Ticking Show Data Bars displays coloured bars that represent each figure in the grid based on its ratio with the percentage of the total figure

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  • Click % of Total drop-down menu to change this to show a percentage of the Maximum (Max) figure or show a percentage of the Parent figure (e.g. for a negotiator, the parent value is the office)

    • The shading width and colour differs to indicate the % share of the overall total of that figure - green shading indicates the figure being in the top third of the overall figure, yellow indicates the middle third and red the bottom third

    • property & tenancy records

    Export to Excel

    The current report data can be exported to Microsoft Excel

    • Click Export (top right)
      Excel will open with the current data displayed, allowing Excel functions to be used to manipulate the data

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    Settings

    Tip

    Settings allows you to choose what data is displayed on your lettings pipeline report

    Changes made to Settings apply to the user who made them, therefore allowing you to customise your report to match your priorities

    Accessing Settings

    • Click Settings (top right)

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    Settings options

    By default, data on Arranging Tenancies is displayed

    • Data on Pending Offers can be added to the report and Arranging Tenancies columns can also be removed

    • Tick/untick the required columns to show by default

    • Click Save

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    Reset

    • Puts all settings in this screen back to their default settings

    Filter by label (Content by label)
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    Excerpt
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    The Offers & Pipeline dashboard offers inbuilt real-time analysis of your lettings data, including…lettings pipeline report shows numbers of arranging tenancies and/or pending offers, including figures on average rent and total fees - current or projected pipeline figures can be shown