Offices - how to add & manage

Owned by Fiona Wilson
Last updated: Jan 24, 2024 by Fiona Wilson
4 min read

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

This article provides advice on how to add or edit office details using the Setup Offices screen

From version 12.143+, a key contact can request access to the Setup Offices screen by contacting Reapit Support, click here to request this

Before making changes to configuration, the relevant guidance provided in this section should be read thoroughly - any changes made to configuration that causes an impact on operation may incur a charge to rectify

Points to consider before adding a new office

Portal/branch ID
You need to request the portal/branch ID for the new office from your from your portal providers (specifically the major portals, i.e. Rightmove, Zoopla, OTM) - generally, other portals make use of the Rightmove portal/branch ID
Once the portal/branch ID is entered into the codes field in the Setup Offices screen, the feeds will pick up the relevant properties

Templates
Do you have templates which are office specific? Most templates will use generic merge codes to pick up details entered via this screen
You may have pre-printed stationery which will need to be re-ordered

Security
By default, offices will inherit your company level security model
Contact Reapit Support if this is does not apply to your new office

Staff
Do you need to create new negotiators? Or move negotiators to this office, along with their associated data? See Knowledge Base guide:

Book a viewing or valuation online
If you make use of Reapit Online, you will need to raise a request via the Service Portal when needing a new office to be set up
New offices are not identified via Reapit Online

Areas
Will your office need any additional areas - or will they use what is currently available to your other offices? If new areas are needed, these will need to be requested - for more information, see Knowledge Base guides:

Adding a new office / editing a current office

1. Access Setup Offices screen

From main menu:

  • Click user name/office top left of main menu

  • Select Configuration and click Setup Offices

 



2. Add new office

The Office Setup screen shows all active and inactive offices on the left side, with the selected office details shown on the right

  • Click Add New Office (top left)
    This action clears the right side of the screen, ready to add the new office details

    Asterisk* denotes required information

Complete Details tab, as follows:

Office*

Enter office name

Code*

Enter a 3 or 4 digit unique code, recommended to base this on the office name (e.g. Oxford office could be set as OXF) (this can not be changed once saved)

Type

Allows you to specify the office type - mainly for reference purposes
Options are:
Sales, Lettings, Head Office, Closed, Admin Only, Franchise
Choosing Closed means the office will no longer be available for selection, plus it won't be included in Reapit's billing cycle

Address/Postcode

Enter the office address & postcode
Click Lat/Long to check the location of the office on a map, as outlined in the Knowledge Base guide:
Data entered here will be used within the system whenever office details are needed, such as address and contact details

Contact details*

Enter any contact numbers plus email address

Manager

Enter the manager’s name for this office

Refer From

Enter any postcodes (or part-postcodes), separating the list with commas
Required for inter-office vendor referrals will not trigger without postcodes being entered
For more information on inter-office vendor referrals, see Knowledge Base guide:

Codes

 

 

Find required portal in the list, then double-click and enter relevant code/ID for the new office

Region

Enter the region name the office falls under

3. Roles

Select relevant office (on left):

  • Click Roles tab (on right)

  • Use Administrator and Client Accounts assistant options to define a particular user for this office
    This field can then be used with merge fields in templates

4. Save changes

  • Click Save (top right), then click Yes to confirm