Custom lists & types - how to set-up & maintain

Owned by Fiona Wilson
Last updated: Jul 06, 2022 by Fiona Wilson
5 min read

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

How to add, amend or update various list options available within AgencyCloud setup

The most common ones and covered in this guide are:

  • Applicant status buying positions / reasons

  • Vendor selling reasons / types

  • Document and certificate types

  • Withdrawal reasons

Before making changes to AgencyCloud configuration, the guidance provided on this page should be read thoroughly - any changes made to configuration that impact the operation of AgencyCloud may incur a charge to rectify

1. Access System Configuration

  • Click name/office top left of the main menu

  • Click Configuration

  • Click System Configuration

    The System Configuration screen will be displayed, as shown in step 2

2. Custom Lists tab

  • Select Custom Lists on the left

  • Custom Lists are stored over three pages; use the arrow buttons (bottom right) to move from page 1 to 3

  • Before changing any settings, ensure the Configuration For setting (bottom of screen) is set as required

Screen 1

Note the following settings:

Online Service Codes

Should only be changed by Reapit Support - relates to portal feeds

Vendor Selling Reason



Add custom vendor selling reasons (selected by the user from the vendor details screen)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Adding new custom vendor selling reasons will automatically replace the default selling reasons with the new custom ones

As you will already have vendors on your system using the default selling reasons, it is recommended to copy the default list to your configuration while also adding your new custom options

The default list is below for you to copy

Divorce (DV), Family Size (FS), Probate (PB), Relocation (RL), Retiring (RT), Surplus to Requirement (SR),  

Vendor Types



Add custom vendor types (selected by the user from the vendor details screen)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Builder (B), Corporate (C), Developer (D), Employee (E), Estate (S), Executor (X), Power of Attorney (A), Private (P), 

Applicant Buying Position

Add new applicant buying positions (selected from the applicant status screen)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Cash Buyer (CB), First Time Buyer (FB), Pending Own Sale (PS), Pending Mortgage (PM), Buying Agent (BA), 

Applicant Buying Reason



Add extra applicant buying reasons (selected from the applicant status screen)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Developer (DV), To Live In (TL), Additional Residence (AR), Investor/To Let (IN), Land Trader (LT), 

Screen 2

Note the following settings:

Withdrawal Reason

Withdrawal Reason (Lettings)



Entering preset withdrawal reasons helps develop better insights when analysing why business is being lost

Entering a list of preset reasons forces users to select from this list when withdrawing a property

Specific reasons for lettings can also be entered - if none entered, sales reasons (entered above) will be used instead

Document types



Adding new document types allows reporting and tracking of key documents specific to your business

A document type can be assigned to a document through Document Management screens or right-clicking over a document/letter and selecting Document type

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Certificate types



Adding new certificate types allows the reporting and tracking of certificate types specific to your business

When adding a safety certificate to a lettings property, a certificate type needs to be chosen

For example, adding a new type of EPC will enable EPC certificate types to be tracked* via the Property Management panel on the Power Organiser (*once added via Panel Setup)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

Screen 3

Note the following settings:

ID Document Types



Adding new custom ID document types allows specific documents to be used specific to your business, while allowing reporting to be carried out on these documents

Hovering over these fields display the default fields used and the format to follow when adding additional ones

*Passport (PP), *Driving Licence (DL), *National ID Card (NI), Birth Certificate (BC), Benefit Book (BB), Electoral Roll (ER), Naturalisation Certificate (NC),

Applicant Renting Position



Add new applicant renting positions (selected from the applicant status screen)

Hovering over these fields display the default fields used and the format to follow when adding additional ones

3. Save changes

  • Click Save before exiting the screen
    You may need to log-out and back in for the changes to take effect