Checks & agreements - how to set-up & maintain

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

End of tenancy

Pre-instruction checklist

Re-let checklist - configuration option

Management checks

Pre-acceptance offer checklist

Safety certificate checklist - configuration option

Supplier checklist functionality - configuration option

Standard format checklist available for renewal negotiation checks - configuration option

Break Clauses

Allowances

Renewal Options

Responsibilities

• All agreements options are found on the Agreement tab on the tenancy and renewal negotiation screens

• For functionality example, see New user interface - tenancy screen guide - Agreement section

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

  

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, Supplier 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

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:

 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+, as outlined further here: 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

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

 Certificate Checks

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:
Set certificate status & status-related certificate checks - configuration option

 Supplier Checks

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:
'Core' and 'on hold' suppliers - configuration option

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

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. {0}
The first free-text field must be denoted with a zero - i.e. {0}

- 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

Can Set Expiry Date

Allows an expiry date to be set on an option, as explained here:
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