Checks & agreements - how to set-up & maintain

From main menu:

• Click user name/office

• Select Configuration and click Setup Tenancy Checks

  

• The Setup Checks / Agreements screen will be displayed

  

From the Setup Checks/Agreements screen:

• Select the check type (top left) - options are:
  Pre-Tenancy Checks, Post-Tenancy Checks, Pre-Instruction Checks (incorporating Re-let Checks), Offer Checks, Certificate Checks, Renewal Checks

  

To add new checks:

• Click the Add button
  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

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

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

Security

Option not available for Post-Tenancy or Renewal 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:

 Post-Tenancy Checks

All settings are explained above, except:

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 here

 Pre-Instruction & Re-let Checks

All settings are explained above, except:

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 AgencyCloud 12.156+, contact Reapit Support to enable

 Certificate Checks

All settings are explained above, except:

Type

Choose which certificate types this check will be required for - e.g. Gas Safety

From the Setup Checks/Agreements screen:

• Select the agreement type (top left) - options are:
  Break Clauses, Allowances, Renewal Options, Responsibilities

  

• Click the Add button
  This action clears the right side of the screen, ready to add agreement details

To edit an existing agreement option:

• Select the relevant agreement option on the left

• Make changes on the right

• Click Save

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
(agreement options cannot be deleted)

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

 Example Merge Text format for agreements

In the Merge Text field:

- Add text 

- Where a value needs to be entered by the user:
identify this with brackets { } with a unique numeric value between them - e.g. {1}

- 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 (,)
e.g. {2: January, February, March, April, May...} etc

- 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 { }
e.g. 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 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:

 Break Clauses

All settings are explained above, except:

Applies to

Who the break clause will be available for - options are: Tenant, Landlord, Mutual

 Allowances

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

 Renewal Options

All settings are explained above, except:

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

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