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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

 Overview

One of the most powerful and unique features of Reapit Agency Cloud is the ability to configure the application to align to your exact business requirements.  Historically, this activity was reserved for Reapit service staff only.  In 2020, I reviewed this; the Estate Agency is moving quickly, as businesses you need to be able to adapt quickly to changes and update your business processes quickly.   As owners of your own business, you will always have far greater insight and awareness of what you need to do and will have the context of any request - that is invaluable and I passionately wish to empower you and provide autonomy to configure your Agency Cloud instance to your needs.  Therefore, I have taken the decision to open up Agency Cloud general configuration options and to follow will be automation configuration.  

To support this, we have developed a number of articles to support and guide you when applying configurations that are commonly requested and ones that we feel that you will value from.

Richard Day

Chief Customer Officer

July 2020


 Configuration Hierarchy & Options


 Summary


 Configuration Business Options
Config Menu OptionFunctional ScopeObservationOffice Configurable
System ConfigurationAllGeneral configuration that influences day to day user experienceAll Levels
Setup AreasSales / LettingDefine / Setup areas to support targeted applicant matchingYes
Setup Client AccountsClient AccountsSetup and defined at project implementation - do not change without seeking guidanceNo
Setup Contact CategoriesSales / Letting
Yes - default all
Default FeesClient AccountsLettings / Client Acounts - relates to fees that are defaulted at start of tenancy to ease operational burden and ensure consistency
DepartmentsSales / LettingSetup at project stage - do not change as impacts Portal FeedNo
Mailing & EventsSales / LettingAs stated.  Ability to target specific contact categories as wellYes
Setup NegotiatorsSales / Letting / Client AccountsSetup your business staffYes
Setup Nominal AccountsClient AccountsSetup, change amend ability to report on financial transactionsNo
Source of Enquiry, Applicant Position, Viewing FeedbackSales / LettingsSupports effective analysis of your customer base to drive process and determine ROIYes
Setup Referrals / LeadsSales / LettingsSetup and amend referalls that will be presented on Referral PanelYes
Setup Tax RatesSales / Letting / Client AccountsDo not changeNo
Setup Tenancy ChecksLettingsPre/Post Tenancy Checks, Break Clauses, Allowances, Renewal OptionsYes- Default all
 General Config Overview


 Our advice on Good Practice

Our advice and guidance here are based on many years of working with Agency Cloud with all our customers - which have seen many highs and also lows - we would like to offer the benefit of our experience to help you successfully take on the configuration of your own Agency Cloud environment.

  • Always determine what outcome/challenge you are trying to address before considering any change; avoid the desire to scour options to 'find something new'
  • We would always recommend that you start by looking to align configuration, on paper, to your business processes, policies and service levels before mapping to Agency Cloud Configuration
  • Nominate one person who will have responsibility for applying changes; ensure changes are managed formally and controlled (this also help our Support teams)
  • Consider the impact on your customers and - more importantly - your staff; how will the change be communicated and trained out - the adoption of change comes from understanding why and the value to be derived
  • Avoid the temptation to create a myriad of configuration options - complexity serves to confuse, rather than clarify and focus staff
  • Avoid reactive/unconsidered changes to configuration; change in haste repent at leisure as they say
  • If in doubt seek assistance - talk to Support or your Customer Success Manager and they will advise you


ALWAYS VERIFY YOUR CHANGES BEFORE APPLYING TO ALL STAFF !!



 Hint & Tips

These are a few tips that we find useful when dealing with configuration requests, queries or where things are going as expected.


Common Questions / IssuesGuidance 
Unable to find what option/area you need ?Handy search box in Configuration - enter area you are looking for in config and the tabs that may relate to it will be highlighted
Changes do not appear to be taking effect ?i)  Always best for people to log out / in of Agency Cloud for changes to take effect ?
Changes still not taking effect ?ii)  Check the configuration at the Negotiator, then Office level as a previous configuration may have taken precedence
Need to identify the reference to a field ?The Letter Template Editor is the quickest and most effective way to identify the programmatical reference to a field
Still don't know what the reference to a field is ?

i)  Using the LTE to identify the structure used against the object you wish to reference 

ii) Download the Reapit Agency Cloud Data Dictionary; this will then highlight in most instances the field name you need

Dont understand what a configuration option does ?

i) Hover over the item and where enabled a 'Hint / Explanation' will be provided

ii) Raise a request via the specific Agency Cloud Configuration form



 Getting started



 Testing configuration changes




 Need further assistance ?



Disclaimer

Before making any changes with your Agency Cloud configuration ensure you have read through the guidance provided and that changes are verified.  Correction of changes applied that impact the operation of Agency Cloud may incur a charge for our service team to address.

 Need further support ?



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