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

As part of the new user interface (UI) project, the tenancy screen has been redesigned to bring it in line with previously redesigned screens

All existing functionality exists but with a refreshed look and feel with enhanced usability features

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The tenancy screen is still organised/divided over six screens/tabs, each one is covered in the sections below

Details

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titleClick here for more information

The left side of the Details screen pulls together property, landlord & tenant details

1. Landlord Details

  • Clicking the Property address displays the property record

  • Clicking the Landlord name displays the landlord record

  • Use the icons beside the contact details to call, text or email

  • Clicking the Accounts link gives access to the landlord account details

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2. Main Tenant & Additional Tenants / Occupiers

Main Tenant

  • Clicking the Main Tenant name displays the tenant record

  • Use the icons beside the contact details to call, text or email

Additional Tenants / Occupiers

  • Clicking a tenant name displays the tenant record

  • Click (plus) for options to add a New tenant or a New occupier
    For information on adding occupiers, click here

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The Main Tenant name is assumed from the legacy tenancy screen as the first tenant in the Tenant Details field

3. Email login details to tenant

Applicable when using Reapit Online self-service web portals/trackers 

From the Main Tenant panel:

  • Click envelope icon to the right of the main tenant name

    An email with the login details will be generated which you can then send to the tenant

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The Reapit Online self-service web portal, gives the tenant access to such functions as fault reporting, tracking works orders, viewing transactions etc


The central section of the Details screen shows details of the tenancy, relationships & accounts

4. Tenancy details

  • Tenancy Status, Type & Role are shown, click the arrow to display drop down menu options 

  • Clicking the icon to the right of the tenancy Status gives direct access to add a renewal, alteration, fee or renewal negotiation for the tenancy - see 4a

  • Tenancy start/end dates plus Rent and Fees are displayed

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title4a. Shortcut icon to add renewal, alteration, fee or renewal negotiation

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5. Relationships

  • Key Contact and Office are displayed
    To change the Key Contact click the current name and select the new contact from the user list

  • Click (plus) for options to add 

    • Introducing agent or Relocating agent

    • Inventory clerk
      See 5a

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title5a. Adding an agent or inventory clerk

Adding an agent allows you to pick from the company records

Adding an inventory clerk allows you to pick from the list of AgencyCloud users

Once selected, the clerk and/or agent name is displayed in the Relationships panel

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To remove the agent/clerk relationship from the tenancy, hover over the name and click the delete icon that is displayed

6. Accounts

Applicable when using Reapit Client/Trust Accounts

A summary of the account information for this tenancy is displayed, including:

  • Deposit details, click Manage to display the Tenancy Deposit Details screen

  • Details of Unallocated and Float Held funds are shown

  • The current Arrears total is displayed along with the Do not chase option (which removes the tenant from the Chase Arrears function)

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The panel on the right side, showing the Activity Feed and Accounts Functions, is displayed when viewing any screen/tab on the tenancy record

7. Accounts Functions

The Accounts Functions panel gives access to the invoicing and receipts functions via expanding menus (rather than right-click menus previously seen in the legacy tenancy screen)

  • Clicking the arrow beside Accounts Functions collapses the panel, click again to expand
    Useful if needing to view the Activity Feed panel in full, see Financial & Renewals section for example

  • 7a: Invoicing options
    Invoicing options, previously available by right-clicking the invoice link, are now accessed by clicking the arrow to the right of Invoicing
    Clicking the Invoicing text displays the Create Invoice screen directly

  • 7b: Receipts options
    Receipts options, previously available by right-clicking the receipt link, are now accessed by clicking the arrow to the right of Receipts
    Clicking the Receipts text displays the Tenant Receipts

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  • screen directly

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7a: Invoicing options

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7b: Receipts options

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8. Activity Feed

As with previously updated screens (contact, applicant, property) the Activity Feed pulls together all significant activity for the tenancy

  • Tenancy notes still exist but are added as journal entries

  • Click (plus) for options to Create journal entry, task or call reminder

  • Choosing to Create journal entry offers the Tenancy Note options, as before, see 8a

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title8a. Create journal entry

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Financial & Renewals

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titleClick here for more information

The Financial & Renewals screen offers the same functions and features as seen in the previous tenancy screen

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  • To add a renewal, alteration, fee or renewal negotiation, from the Renewals / Alterations / Fees panel, click (plus) 

Agreement

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titleClick here for more information

The Agreement screen offers the same functions and features as seen in the previous tenancy screen

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  • To add any clauses/agreements, click (plus) to the right of the relevant panel

Pre-Tenancy

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titleClick here for more information

The Pre-Tenancy screen offers the same functions and features as seen in the previous tenancy screen

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  • To view the current gas certificate (or add new), click the Expires link, this link is colour coded to indicate the status of the certificate 
    Green = valid, orange = due to expire in next 30 days, red = expired

Management

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titleClick here for more information

The Management screen offers the same functions and features as seen in the previous tenancy screen

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  • The Do not chase arrears option, previously available via this screen, is now found on the Details screen in the Accounts panel (see previous Details section for more information)

  • The E-mail login details to tenant function, previously available via this screen, is now found on the Details screen in the Main Tenant panel (see previous Details section for more information)

  • To view the current gas certificate (or add new), click the Gas certificate expires link, this link is colour coded to indicate the status of the certificate
    Green = valid, orange = due to expire in next 30 days, red = expired

Post-Tenancy

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titleClick here for more information

The Post-Tenancy screen offers the same functions and features as seen in the previous tenancy screen

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Overview of the changes made to the tenancy screen as part of the new user interface project