Record property licensing information - configuration option

1. Access licensing screen on property attributes

From property (sales or lettings):

• In Attributes panel, click edit (pencil) icon

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• Click Licensing tab

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2. Complete property licencing information (left of screen)

The left side of the screen allows property licencing information to be logged - the information that can be logged is explained in sections 2a & 2b below

Entering as much information in this section ensures that accurate reporting can be carried out on property licensing

2a. Enter property licencing & licence application details

Property Licencing

• Local Authority: click the link and select the relevant local authority the property is in
  Or add new if the required local authority has not been added to your system

• Licence Required: tick if a licence is required for this property

• Licence Compliance Status: select from Compliant, Non Compliant or Unknown
  These options can be added to via configuration - contact Reapit Support to request this

• Above Commercial Premises: tick if this is relevant to this property

• Section 257 Property: select from Yes, No or Not Set

• Article 4: select from Yes, No or Not Set

Licence Application

• Licence Type Required: select from Selective, Additional, Mandatory, Not Required, Unknown
  These options are the same as those offered in the Licence Type Granted menu and can be added to via configuration - contact Reapit Support to request this

• Application Status: select the relevant option from the list
  Options are: Applied, Landlord Applying, Granted, N/A

• Application Ref No: enter the licence application number

• Application Date: enter the licence application date

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2b. Enter licence granted & current tenancy information

Licence Granted

• Licence Type Granted:
  Options offered in this menu are: Selective, Additional, Mandatory, Not Required, Unknown
  These options are the same as those offered in the Licence Compliance Status menu and can be added to via configuration - contact Reapit Support to request this

• Allowed Households: enter the number of allowed households for this property

• Allowed Occupants: enter the number of allowed occupants for this property

• Licence Reference No: enter the licence reference number

• Licence Granted: enter the date the licence was granted

• Licence Expiry: enter the licence expiry date

• Restrictions: where restrictions apply, tick the box and enter detail into the text box beside this

Current tenancy

• Current Tenancy Households - enter the relevant number

  • This field is linked to the Allowed Households field above

  • If the number entered here exceeds what is entered into the Allowed Households field, a message is displayed and the fields are shown with a red border

• Current Tenancy Occupants - this number is not editable and is taken from the tenants and occupiers listed on the current tenancy

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3. Enter requirements

The right side of the screen allows requirements to be logged - the requirements can be linked to existing safety certificates already entered in the property attributes screen

To add a requirement:

• Click (top right) and select the relevant requirement type - e.g. Electrical Safety

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• An entry is added to the requirements panel

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• When the related document has been uploaded, tick Uploaded

  • A document would usually be uploaded via a certificate
    Certificates should be stored in Appliances, Insurance & Safety tab

  • When ticked, the current user name and date are automatically added to the Updated By/On columns

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A current certificate can be linked to the requirement - from the Link Cert column:

• Click the icon and select the relevant certificate
  An option is offered when there is a valid certificate already added on the system for the chosen type

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• The link icon will change colour (to green) to indicate there is a linked certificate
  Double-clicking the requirement will now display the linked certificate

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If there isn’t a valid certificate for the chosen type on the system:

• Clicking the icon in the Link Cert column will display a prompt

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4. Grid options on requirements panel

Requirements can be sorted and filtered using grid functions

• Click a column heading to sort by that column

• Right-click over a column heading for column sizing options

• Hover to the right of a column heading to view the filter icon (as shown on Description column) and click for filter options

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5. Upload licence document

From the Documents panel:

• Click and browse to find the required file on your device

• Once a file has been selected, this screen will be displayed

  • Rename allows you to change the name of the file

  • Type will default to Licence
    Only licence documents types are shown in the Licensing screen Documents panel

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• Click Accept on the screen above, the file name will be displayed in the Documents panel

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• Right-click over the document for options to delete, print or attach the licence document to an e-mail

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6. Reporting on licensing

Where enabled, reporting on licensing can be carried out - one or more of the following criteria options can be used for licence-related reports:

• Whether the property requires a licence

• The licence type

• The licence expiry date

• The number of households permitted

• The number of occupants permitted

• Whether the property is above commercial premises

• The licence application status

• The licence application reference number

• The licence application date

• The licence granted date

Prior to version 12.202 the licensing screen is the same as the one shown above but with less options and fields have slightly different titles

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Each field on the left can be explained as follows:

• Local Authority: click the link and select the relevant local authority the property is in
  Or add new if the required local authority has not been added to your system

• Licence Required: tick if a licence is required for this property

• Licence Type: select the relevant option from the list
  Options are: Additional, Mandatory, Selective, None

• Select the number of Households and Number of occupants permitted in the property

• Above Commercial Premises: tick if this is relevant to this property

• Application Status: select the relevant option from the list
  Options are: Applied, Landlord Applying, Granted, N/A

• Application Ref No: enter the licence application number

• Application Date: enter the licence application date

• Licence Granted: enter the date the licence was granted

• Licence Expiry: enter the licence expiry date