Checks & agreements - how to set-up & maintain

From main menu:

• Click user name/office top left of main menu

• Select Configuration and click Setup Checks/Agreements

  Open

  

• The Setup Checks/Agreements screen will be displayed

  Open

  

From Setup Checks/Agreements screen:

To add new checks

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

To edit an existing check

• Select the check on the left

• Make changes on the right

• Click Save (top right)

From the Setup Checks/Agreements screen:

• Select Pre-Tenancy Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Required for deposit release

When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined in the Knowledge Base guide: Link post-tenancy checks to deposit/bond release - configuration option

Security

To restrict a check to specific users, a security group can be specified

When set, users in the security group will be able to access and use the check as normal, whereas users outside of the security group will only be able to view the check progress with no ability to update it

Security groups are set-up and managed by Reapit Support

From the Setup Checks/Agreements screen:

• Select Post-Tenancy Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide: Set 'required by' date on checklist items to identify overdue items - configuration option

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Required for deposit release

When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined in the Knowledge Base guide:

From the Setup Checks/Agreements screen:

• Select Pre-Instruction Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Applies to

Allows you to choose which marketing mode(s) the check is to be offered on (i.e. sales and/or lettings)

Type

Select which type of checklist(s) the selected check is to be used for
i.e. New Instruction and/or Re-let
Re-let checklist functionality is a configuration option available from version 12.156+, as outlined in the Knowledge Base guide:
As well as adding checks here, it also needs to be enabled in System Configuration by Reapit Support Click here to contact Reapit Support to request this

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Optional

When ticked, allows the selected pre-instruction check to be left incomplete in order to change a property status to for sale/to let, as outlined in the Knowledge Base guide:

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

Security

To restrict a check to specific users, a security group can be specified

When set, users in the security group will be able to access and use the check as normal, whereas users outside of the security group will only be able to view the check progress with no ability to update it

Security groups are set-up and managed by Reapit Support

From the Setup Checks/Agreements screen:

• Select Offer Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Required for deposit release

When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined in the Knowledge Base guide:

Security

To restrict a check to specific users, a security group can be specified

When set, users in the security group will be able to access and use the check as normal, whereas users outside of the security group will only be able to view the check progress with no ability to update it

Security groups are set-up and managed by Reapit Support

From the Setup Checks/Agreements screen:

• Select Estate Management Checks
  This option will only be displayed when Block Management functionality is enabled

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Required for deposit release

When ticked, the tenancy deposit/bond will be prevented from being released until the selected check is marked as Complete, as outlined in the Knowledge Base guide:

From the Setup Checks/Agreements screen:

• Select Certificate Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Type

Choose which certificate types this check will be required for
e.g. Gas Safety

Status

Allows a status to be set for the specific certificate type - as explained further in this Knowledge Base guide:

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

Security

To restrict a check to specific users, a security group can be specified

When set, users in the security group will be able to access and use the check as normal, whereas users outside of the security group will only be able to view the check progress with no ability to update it

Security groups are set-up and managed by Reapit Support

From the Setup Checks/Agreements screen:

• Select Renewal Checks

Code

Leave blank - code will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

From the Setup Checks/Agreements screen:

• Select Supplier Checks

Code

Leave blank - code will be automatically added when saving

Applies to

Select whether the check is to be made available to core suppliers or non-core suppliers, or both - one/both options must be selected - for more information about core suppliers, see the Knowledge Base guide:

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted)

Name

Text displayed to users in the check screen

Offices

Choose which offices can use this check - leave blank for all

Type

Select specific supplier type(s) who can use the check, or leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the check and also remove it - unticked means the check cannot be changed or removed

Attachment required

When ticked, a document needs to be uploaded for the selected check before it can be marked as complete

Exclude status ‘Not Needed’

When ticked, prevents the user from marking a check as Not Needed

Enable required by date

When ticked, a ‘required by' date can be added to the selected checklist item - when a date is entered, the item can be reported on by ‘required by’ date, allowing overdue items to be identified, as outlined in the Knowledge Base guide:

From the Setup Checks/Agreements screen:

• Select Milestones

Code

Leave blank - will be automatically added when saving

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right (checks cannot be deleted

Name

Text displayed to users in the Milestones screen

Offices

Choose which offices can use this milestone - leave blank for all

Allow user to edit/delete

When ticked, users can make changes to the title of the milestone and also remove it - unticked means the milestone cannot be changed or removed

Enable required by date

When ticked, a ‘required by' date field can be completed for the selected milestone

Required before exchange

When ticked, the property status cannot be changed to Exchanged until this milestone is complete

Statuses

The status options that should be offered for this milestone
These options are set in System Configuration - Enterprise customers can request specific status options by contacting Reapit Support

Completion Statuses

From the status options set in the Statuses option above, select the options which will make the current milestone complete (e.g. Received, Approved etc.)

Requires Attachment

If a document needs to be uploaded for the selected milestone, select the status option at which a document is required (e.g. Received)

From the Setup Checks/Agreements screen:

• Select Break Clauses

Code

Leave blank - will be automatically added when saving

Inactive

If an agreement is no longer in use, select the agreement option on the left of the screen and tick the Inactive box, top right
(agreement options cannot be deleted)

Applies to

Who the break clause will be available for - options are: Tenant, Landlord, Mutual

Description

Text displayed to users (i.e. the break clause name/title)

Merge Text

Type the text here as you wish to it appear within your letter templates - this usually consists of text plus fields and drop down lists where input is required

Merge fields can also be used - use the Letter Template Editor to copy the required fields

From the Setup Checks/Agreements screen:

• Select Allowances

Code

Leave blank - will be automatically added when saving

Inactive

If an agreement is no longer in use, select the agreement option on the left of the screen and tick the Inactive box, top right
(agreement options cannot be deleted)

Allowed / Disallowed Merge Text

Use the two fields to identify what is allowed and/or disallowed for the allowance type being added/updated

From the Setup Checks/Agreements screen:

• Select Renewal Options

Code

Leave blank - will be automatically added when saving

Inactive

If an agreement is no longer in use, select the agreement option on the left of the screen and tick the Inactive box, top right
(agreement options cannot be deleted)

Type

Determine the type of renewal option being entered
Options are: Renewal Options, Option Subject To
Adding an Option Subject to allows you to set up subject to agreements which can be selected along with renewal options

Can Set Expiry Date

Allows an expiry date to be set on an option, as explained here in the Knowledge Base guide:

Renew Option Text

Text entered in this field is shown on the tenancy screen (Agreement tab, Renewal Option panel)

Merge Text

Text entered here will be used on renewal templates

From the Setup Checks/Agreements screen:

• Select Responsibilities

Code

Leave blank - will be automatically added when saving

Inactive

If an agreement is no longer in use, select the agreement option on the left of the screen and tick the Inactive box, top right
(agreement options cannot be deleted)

Name

Text displayed to users (i.e. the responsibility name/title)

Merge Text

Type the text here as you wish to it appear within your letter templates - this usually consists of text plus fields and drop down lists where input is required

Merge fields can also be used - use the Letter Template Editor to copy the required fields

Select the relevant agreement in the Setup Checks/Agreements screen:

• Add required text in the Merge Text field
  
  

Where a value needs to be entered on the agreement document/letter:

• For a free-text value is to be entered, this needs to be identified using brackets: { }
  The brackets should contain a unique numeric value - for example: {0}
  The first free-text field must be denoted with a zero: {0}

• To allow an option to be picked from a drop-down list, identify this with brackets { }
  The brackets should contain a numeric value and colon (:) followed by the options to be presented, each entry should be separated by a comma (,)
  For example: {2: January, February, March, April, May, June, July, August, September, October, November, December}
  
  

Where merge fields are to be used to pull through information already stored in the tenancy screen:

• Ensure the merge code is contained within brackets { } - for example, entering this merge text onto your template will take the tenancy start date from the tenancy record and display it on the agreement letter: {Formatter.GetFullDateString(Tenancy.FrDate)}

Example Merge Text using free-text values & drop down menu field options

When a user chooses the above break clause template, the following text will be displayed to them: