This guide has been reviewed against our global client base and classed as relevant to all regions
This page outlines how to add/edit checks & agreements using the Setup Checks/Agreements screen
From AgencyCloud 12.144+, a key contact can request access to Setup Checks/Agreements by contacting Reapit Support, click here to request this
Setup Checks/Agreements allows you to add/edit:
Check/Agreement | Type | Feature Information |
|---|---|---|
Checks | Pre-Tenancy Checks Post-Tenancy Checks Pre-Instruction Checks Re-let Checks Block Management Checks Offer Checks Certificate Checks Supplier Checks Renewal Checks | Pre-tenancy & move in processes Re-let checklist - configuration option Pre-acceptance offer checklist Supplier checklist - configuration option Standard format checklist available for renewal negotiation checks - configuration option |
Agreements | Break Clauses Allowances Renewal Options Responsibilities |
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For more information on the functionality for each check or agreement option, use links above
This guide covers:
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 Checks/Agreements screen
From main menu:
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Checks - add/edit
From the Setup Checks/Agreements screen:
To add new checks:
To edit an existing check:
When hovering over the checks on the left, a double-headed arrow icon is displayed - the order of the checks can be changed by clicking and dragging this icon 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 check screen |
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 |
Enable required by date | Available for all check options (not agreements) When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined here: Set 'required by' date on checklist items to identify overdue items - configuration option |
Attachment required | Available for all check options except Renewal Checks When ticked, a document needs to be uploaded for the selected check before it can be marked as complete |
Required for deposit release | Available for Pre-Tenancy, Post-Tenancy, Offer & Estate Management Checks When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined here: Link post-tenancy checks to deposit/bond release - configuration option |
Security | Option not available for Post-Tenancy, Renewal, Supplier or Estate Management Checks To restrict a 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: All settings are explained above, except: Applies to Allows you to choose which marketing mode(s) the check is to be offered on Type Select which type of checklist(s) the selected check is to be used for Optional When ticked, allows the selected pre-instruction check to be left incomplete in order to change a property status to for sale/to let, as outlined further here: Optional pre-instruction checks - configuration option  All settings are explained above, except: Type Choose which certificate types this check will be required for - e.g. Gas Safety Status Allows a status to be set for the specific certificate type - as outlined further here:  All settings are explained above, except: Applies to Select whether the check is to be made available to core suppliers or non-core suppliers, or both - one/both options must be selected - for more information about core suppliers, click here: Type Select specific supplier type(s) who can use the check, or leave blank for all Excluded status ‘Not needed’ When ticked, prevents the user from marking a check as Not Needed  | |
Agreements - add/edit
From the Setup Checks/Agreements screen:
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 option on the left of the screen and tick the Inactive box, top right |
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 In the Merge Text field: - Add text - Where a value needs to be entered by the user: - 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 (,) - 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 { } - 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 |
The following agreement types contain options which are specific to that type of agreement: All settings are explained above, except: Applies to Who the break clause will be available for - options are: Tenant, Landlord, Mutual  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  All settings are explained above, except: Type Determine the type of renewal option being entered Can Set Expiry Date Allows an expiry date to be set on an option, as explained here: Renew Option Text Text entered in this field is shown on the tenancy screen (Agreement tab, Renewal Option panel) Merge Text Text entered here will be used on renewal templates  | |
