Checks & agreements - how to set-up & maintain

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 version 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 configure tenancy agreements and various checklist items across the system

How to access the screen, add/edit each section and specific configuration information for each check/agreement type is covered in this guide - click a link below to skip to the required section:

Before making changes to configuration, the relevant guidance provided in this section should be read thoroughly - any changes made to configuration that causes an impact on operation may incur a charge to rectify

Access Setup Checks/Agreements screen

From main menu:

Click user name/office top left of main menu
Select Configuration and click Setup Checks/Agreements
The Setup Checks/Agreements screen will be displayed

How to add/edit checks & agreements

From Setup Checks/Agreements screen:

To add new checks

Click the Add button (top left)
This action clears the right side of the screen, ready to add the new check details

To edit an existing check

Select the check on the left
Make changes on the right
Click Save (top right)

For checks: when hovering over a check on the left, a double-headed arrow icon is displayed to the left - the order of the checks can be changed by clicking and dragging this icon

Checks

Pre-tenancy checks

For information on user functionality for pre-tenancy checks, click here: Pre-tenancy & move in processes

From the Setup Checks/Agreements screen: Select Pre-Tenancy Checks
Code	Leave blank - code 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	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
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 in the Knowledge Base guide: Link post-tenancy checks to deposit/bond release - configuration option
Security	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

Post-tenancy checks

For information on user functionality for post-tenancy checks, click here: End of tenancy

From the Setup Checks/Agreements screen: Select Post-Tenancy Checks
Code	Leave blank - code 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	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
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 in the Knowledge Base guide: Link post-tenancy checks to deposit/bond release - configuration option

Pre-instruction checks (incorporating re-let checks)

For information on user functionality for pre-instruction & re-let checks, click here: Pre-instruction checklist - configuration option and Re-let checklist - configuration option

From the Setup Checks/Agreements screen: Select Pre-Instruction Checks
Code	Leave blank - code 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)
Applies to	Allows you to choose which marketing mode(s) the check is to be offered on (i.e. sales and/or lettings)
Type	Select which type of checklist(s) the selected check is to be used for i.e. New Instruction and/or Re-let Re-let checklist functionality is a configuration option available from version 12.156+, as outlined in the Knowledge Base guide: Re-let checklist - configuration option As well as adding checks here, it also needs to be enabled in System Configuration by Reapit Support Click here to contact Reapit Support to request this
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
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
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 in the Knowledge Base guide: Optional pre-instruction checks - configuration option
Enable required by date	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Security	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

Offer checks

For information on user functionality for offer checks, click here: Pre-acceptance offer checklist

From the Setup Checks/Agreements screen: Select Offer Checks
Code	Leave blank - code 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	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
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 in the Knowledge Base guide: Link post-tenancy checks to deposit/bond release - configuration option
Security	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

Block management checks (when Block Management functionality is enabled)

For information on user functionality for block management checks, click here: Management checks

From the Setup Checks/Agreements screen: Select Estate Management Checks This option will only be displayed when Block Management functionality is enabled
Code	Leave blank - code 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	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
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 in the Knowledge Base guide: Link post-tenancy checks to deposit/bond release - configuration option

Certificate checks

For information on user functionality for certificate checks, click here: Safety certificate checklist - configuration option

From the Setup Checks/Agreements screen: Select Certificate Checks
Code	Leave blank - code 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
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 explained further in this Knowledge Base guide: Set certificate status & status-related certificate checks - configuration option
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
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
Enable required by date	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option
Security	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

Renewal checks

For information on user functionality for renewal checks, click here: Standard format checklist available for renewal negotiation checks - configuration option

From the Setup Checks/Agreements screen: Select Renewal Checks
Code	Leave blank - code 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	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option

Supplier checks

For information on user functionality for supplier checks, click here: Supplier checklist functionality - configuration option

From the Setup Checks/Agreements screen: Select Supplier Checks
Code	Leave blank - code will be automatically added when saving
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, see the Knowledge Base guide: 'Core' and 'on hold' suppliers - configuration option
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
Type	Select specific supplier type(s) who can use the check, or 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
Attachment required	When ticked, a document needs to be uploaded for the selected check before it can be marked as complete
Exclude status ‘Not Needed’	When ticked, prevents the user from marking a check as Not Needed
Enable required by date	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 in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option

Milestones (sales progress)

For information on user functionality for milestones, click here: Advanced custom sales progress milestones - configuration option

From the Setup Checks/Agreements screen: Select Milestones
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 Milestones screen
Offices	Choose which offices can use this milestone - leave blank for all
Allow user to edit/delete	When ticked, users can make changes to the title of the milestone and also remove it - unticked means the milestone cannot be changed or removed
Enable required by date	When ticked, a ‘required by' date field can be completed for the selected milestone
Required before exchange	When ticked, the property status cannot be changed to Exchanged until this milestone is complete
Statuses	The status options that should be offered for this milestone These options are set in System Configuration - Enterprise customers can request specific status options by contacting Reapit Support
Completion Statuses	From the status options set in the Statuses option above, select the options which will make the current milestone complete (e.g. Received, Approved etc.)
Requires Attachment	If a document needs to be uploaded for the selected milestone, select the status option at which a document is required (e.g. Received)

Agreements

All agreements options are found on the Agreement tab on the tenancy and renewal negotiation screens - for a functionality example, see the Agreement section of this Knowledge Base guide:
New user interface - tenancy screen

Break clauses

From the Setup Checks/Agreements screen: Select Break Clauses
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 (agreement options cannot be deleted)
Applies to	Who the break clause will be available for - options are: Tenant, Landlord, Mutual
Description	Text displayed to users (i.e. the break clause name/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 For example, see last section titled: Example merge text format for any agreements

Allowances

From the Setup Checks/Agreements screen: Select Allowances
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 (agreement options cannot be deleted)
Allowed / Disallowed Merge Text	Use the two fields to identify what is allowed and/or disallowed for the allowance type being added/updated

Renewal options

From the Setup Checks/Agreements screen: Select Renewal Options
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 (agreement options cannot be deleted)
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*
Can Set Expiry Date	Allows an expiry date to be set on an option, as explained here in the Knowledge Base guide: Expiry date on agreement renewal options on tenancy/renewal screens - configuration option
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 For example, see last section titled: Example merge text format for any agreements

Responsibilities

From the Setup Checks/Agreements screen: Select Responsibilities
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 (agreement options cannot be deleted)
Name	Text displayed to users (i.e. the responsibility name/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 For example, see last section titled: Example merge text format for any agreements

Example merge text format for any agreements

Select the relevant agreement in the Setup Checks/Agreements screen:

Add required text in the Merge Text field

Where a value needs to be entered on the agreement document/letter:

For a free-text value is to be entered, this needs to be identified using brackets: { }
The brackets should contain a unique numeric value - for example: {0}
The first free-text field must be denoted with a zero: {0}
To allow an option to be picked from a drop-down list, identify this with brackets { }
The brackets should contain a numeric value and colon (:) followed by the options to be presented, each entry should be separated by a comma (,)
For example: {2: January, February, March, April, May, June, July, August, September, October, November, December}

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 { } - for example, 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 free-text values & drop down menu field options

When a user chooses the above break clause template, the following text will be displayed to them:

Merge text example in UI for break clause.png