Lettings pipeline report

Owned by Fiona Wilson
Last updated: Feb 21, 2024
5 min read

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

The lettings pipeline report offers inbuilt real-time analysis of your current lettings pipeline - data for the whole company, individual offices or individual users can be displayed

The report shows numbers of arranging tenancies and/or pending offers, including figures on average rent and total fees

This guide covers:

Accessing the report & filtering the data shown, plus general tips

Access the report

  • From the main menu, click Reports and select Lettings Pipeline Report

  • The screen below shows all available columns, if you can’t see all columns, these can be enabled via Settings or via the Hidden Columns option, see next section

Viewing hidden columns (& removing columns)

If not all columns are shown, they can be added via the Hidden Columns menu

  • Click Hidden Columns and select the required columns to show or click Show All

  • Columns can then be hidden again - hover over the column to remove and click the cross (top right)

  • All Pending Offers columns or Arranging Tenancies columns can be removed in one go - hover over the heading and click the cross (top right)

Filter by office, user and/or tenancy role

  • The whole company pipeline is shown by default

  • To filter the pipeline by office, click Office & select which office(s) to view

  • To filter pipeline by user, click Negotiator and select the required name(s) from the list
    This uses the Key Contact name on the tenancy record (set in the Relationships panel)

  • To filter pipeline by tenancy roles, click Role and select the required role

General tips for using the lettings pipeline report

  • Use the Settings screen to change which columns are shown by default

  • Hover over column headings & figures to see information about the data displayed

  • Click on a figure to see the data behind it in a grid - when viewing the data in a grid, use grid functions to sort and filter the data, as covered in this section: Statistics explained including viewing data in a grid

Switch from current pipeline to future pipeline

Switch from current pipeline to future pipeline

  • The current pipeline is shown by default (indicated by All in the menu)

  • Beside Date option, click All for the option to change the view to:

    • This Month - displays the pipeline for the current month

    • Next Month - displays the pipeline for the next month

    • Pick dates - usually dates in the future would be selected
      e.g. it is possible skip forward to view the pipeline for the first week of June

Show fees setting

  • The Show Fees As setting allows you to choose to view fees as a total or average amount - by default, fees are shown as Total Amount

  • Click Show Fees As for the option to change to show as an Average Amount

Statistics explained including viewing data in a grid

The statistics shown in the screenshot below are for Arranging Tenancies - the same statistics can be shown for Pending Offers
If you can’t see Pending Offers on the report, click Hidden Columns and choose Show All

Count

  • Shows the total number of arranging tenancies /pending offers for the selected date filter

Av Monthly Rent

  • Shows the average monthly rent for arranging tenancies /pending offers for the selected date filter

Addl. Fee

  • Shows the total additional fees for arranging tenancies /pending offer for the selected date filter

  • Additional fees are the total sum of management fees, letting fees and landlord fees
    Both Management Fees & Letting Fees are set-up on the tenancy Financial & Renewals tab
    Landlord fees are set on the property Rent/Fee Details screen

Calc. Fees

  • Shows the total yearly sum of management fees and letting fees for arranging tenancies /pending offers
    Both Management Fees & Letting Fees are set-up on the tenancy Financial & Renewals tab

  • This calculation does not use the date filters at the top of the dashboard, it is taken over the duration of the tenancy, using the tenancy start and end date
    e.g. if a tenancy is 6 months, the figure shown here will be the total monthly management & lettings fees multiplied by 6

Viewing data behind the statistic in a grid

  • Clicking any of the statistics shown will show a data grid for the related tenancies

  • For example, this grid is shown when clicking a figure in the Av Monthly Rent column

  • The grid displayed when clicking a Count figure shows more information, such as rent per month, fees, holding deposits & number of offer days (click screenshot below to enlarge, where required)

  • Click the column headings to sort by that column (ascending/descending)

  • To add more columns or remove existing columns from the grid, right-click over the column headings and select Pick columns
    New columns are added to the right of the grid, click and drag to the desired position then right-click over the column headings again and select Save grid layout

  • Click a figure in the grid to see the associated property & tenancy records

Export to Excel

The current report data can be exported to Microsoft Excel

  • Click Export (top right)
    Excel will open with the current data displayed, allowing Excel functions to be used to manipulate the data

Settings

Settings allows you to choose what data is displayed on your lettings pipeline report

Changes made to Settings apply to the user who made them, therefore allowing you to customise your report to match your priorities

Accessing Settings

  • Click Settings (top right)

Settings options

By default, data on Arranging Tenancies is displayed

  • Data on Pending Offers can be added to the report and Arranging Tenancies columns can also be removed

  • Tick/untick the required columns to show by default

  • Click Save

Reset

  • Puts all settings in this screen back to their default settings