Reporting on expired/expiring certificates

Owned by Fiona Hardy, created
Last updated: Feb 07, 2023
4 min read

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

The Property Management panel on the Organiser provides the ability to see details of expired certificates and those that are about to expire - Power Reports can also be run to gather this information

This guide covers:

For more information on using the Property Management panel, click here:
Property Management Organiser panel

Using the Property Management panel to view expired/expiring certificates

1. Choose which safety certificate types to view in Property Management panel

The Property Management panel on the Organiser can show information on various types of safety certificates

  • Example below left shows various certificate types on display

  • More/less types can be shown by changing the settings in Panel Setup (see below right)

  • To add/remove safety certificates on display:

    • Click settings (cog) icon (top right of panel header)

    • From Panel Setup, Pick categories to display section, tick/untick required certificates

    • Click tick (top right of panel header) to save changes

2. Accessing grid list of expired/expiring certificates

From the Property Management panel:

  • Right-click over the required certificate entry
    e.g. gas

  • Click Full results

    The list of expired/expiring certificates will be displayed in a grid, see next step

 

To alter the duration used to show expired/expiring certificates, click the current figure (e.g. 30), type the required figure & press enter

3. Expired/expiring certificates displayed

Expired/expiring certificates are shown in a grid

  • To sort/filter columns: click column heading to sort - or click to the right of a heading for options to group or filter the list (depending on column clicked)
    e.g. click to right of Property Status column for options to group or filter by status

  • To add/remove columns: right-click over column headings, then hover over Pick columns - select/deselect the required column headings (not all are shown below)

  • To change column order: click and drag the column headings to the required position

  • To save changes to grid: right-click over column headings again and select Save grid layout

Using Power Reports to view expired/expiring certificates

While expired/expiring certificates can be accessed via the Property Management panel on the Organiser (as outlined above), you may prefer to run a report to get this information

Running a report allows other property or tenancy criteria to be included, plus the information can also be exported (e.g. to Excel)

You can use the screenshots to build the report yourself - alternatively, use the .rrd files included below to export the report criteria directly into AgencyCloud

Report on expired certificates

  • This report returns lettings properties with a certificate that has expired, providing today’s date is entered in the End Date field

  • Extra criteria has been added to this report which ensures that properties returned:

    • are not external

    • have a gas supply

    • are from the current office
      The Lettings Status field can also be completed to filter properties by status

Report on certificates about to expire

  • This report returns lettings properties with a certificate that will expire in the next 14 days

  • Extra criteria has been added to this report which ensures that properties returned:

    • are not external

    • have a gas supply

    • are from the current office
      The Lettings Status field can also be completed to filter properties by status

Download the reports directly into AgencyCloud

  • Click the required .rrd file on right

  • Click Download and choose a place to store it on your PC/laptop

  • See the Power Reports library for instructions on how to import the file into AgencyCloud

Print/export options

After clicking Run Report:

  • Report results are shown in a grid, see step 3 of the previous section for information on using grid features

  • Click Print for print and export options
    e.g. to export the list to Excel, click MS Excel and Proceed

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