Enter & report on ID

Owned by Fiona Wilson
Last updated: Apr 05, 2024
5 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

Identity check information is stored in the contact record but can be entered on the applicant, vendor, tenant, landlord or contact screens - this information can be reported on using Power Reports

There are various configuration options for how ID can be entered, edited and updated, a configuration options section at the end of this page outlines these

Where required/enabled, the Identity Check screen also allows Landlord Registration and/or Right To Rent check information to be entered, these guides provide more information:

Enter ID information

1. ID Check icon

ID can be viewed/entered on an applicant, vendor, tenant, landlord or contact screen - shown top left of the record

From applicant, vendor, tenant, landlord or contact:

  • The Identity Check icon colour/type depends on its current status
    Hover over the link to display its current status

    ID icon - not checked.png
    ID icon - checked.png

  • Click the ID Check link to view the ID check screen, shown below

  • How the ID Check screen appears is dependent on configuration
    For example, the left side of the screen is only shown when ID expiry functionality is enabled
    When this is enabled, the panel on left displays information regarding current ID, details of ID that needs checking plus ID that is due to/has expired and/or failed

2. Add new primary & secondary ID details

From the ID check screen (shown above):

From the Primary ID or Secondary ID field:

  • In Primary ID or Secondary ID - select the ID type
    When selecting Passport and configuration is setup to allow the passport number to be entered, it is advised to use the MRZ passport code validation tool, outlined here: (available from version 12.177)

  • Where document expiry is enabled
    Expiry: click the calendar icon and select the date the ID expires

  • Depending on configuration - both or either of these options can be enabled
    In Details, enter the ID details (e.g. passport number)
    In Document click Upload file to upload an electronic format ID document
    Either details or a document usually need to be entered in order to save the ID detail

  • Click Save (top right)

  • The ID details are saved
    Dependent on configuration, when returning to the ID Check screen, the details may be read-only (as shown below)

3. Complete ID Check status (where required)

The status of the ID check process is logged at the top of the screen

  • ID Check Status: choose from the drop down list to identify the current status of the ID check process
    Options are Unchecked, In Progress, Successful, Failed

  • Enter the Date and who the ID was Checked by

  • Click Save to update the ID Check status

Once ID is saved as Successful, a Cancelled option may be made available

Reporting on ID

ID check information can be reported on using Power Reports

From main menu:

  • Click Reports, then Power Reports and select the report type of Contact Report

  • Select contact related criteria to narrow down the results returned in the report
    For example, select Office and choose which office/s to report on

  • To allow ID related criteria to be used in the report - from Linked Records, click ID Check

The ID Check sub-report is added to the contact report criteria:

  • Use the criteria options shown to narrow down the contacts returned
    Criteria options offered depends on configuration (for example, the RTR criteria shown below is custom criteria, added for Right To Rent reporting purposes)

To report on contacts where ID does not exist:

  • Click Contact has id checks and select Contact does not have id check

Example

Running this report will return contacts from the current office that do not have any ID entered

Available configuration options

  • Contact and/or company ID can be set to expire after a preset amount of days and, when ID is set to expire, this can be flagged within a specified number of days

  • When entering ID, entering a second form of ID can be enforced

  • ID can be stored as just a text description or a file attachment - or the option to store either can be given

  • Security settings can be put in place to only allow the negotiator who added the ID to view it, permission can also be given to a preset group of users

  • ID can be made read-only once added

  • Available ID type options can be customised

  • More configuration options for compliance/ID are available here:

  • All vendor contacts need to have current, successful ID check information added in order to change their property status to For Sale – Available

  • All buyer contacts need to have current, successful ID check information added when marking their offer as accepted

  • Creation of viewings is not permitted for a property where the vendor/landlord doesn't have current, successful ID check information added