Checks & agreements - how to set-up & maintain
This guide has been reviewed against our global client base and classed as relevant to all regions
This page outlines how to add/edit checks & agreements using the Setup Checks/Agreements screen
From version 12.144+, a key contact can request access to Setup Checks/Agreements by contacting Reapit Support, click here to request this
Setup Checks/Agreements allows you to configure tenancy agreements and various checklist items across the system
How to access the screen, add/edit each section and specific configuration information for each check/agreement type is covered in this guide - click a link below to skip to the required section:
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
Access Setup Checks/Agreements screen
From main menu:
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Add/edit checks & agreements
From Setup Checks/Agreements screen: To add a new check
To edit an existing check
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Checks
Pre-tenancy checks
From the Setup Checks/Agreements screen:
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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 |
Post-tenancy checks
From the Setup Checks/Agreements screen:
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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: |
Pre-instruction checks (incorporating re-let checks)
From the Setup Checks/Agreements screen:
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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 |
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 |
Offer checks
From the Setup Checks/Agreements screen:
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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 |
Block management checks (when Block Management functionality is enabled)
From the Setup Checks/Agreements screen:
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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: |
Certificate checks
From the Setup Checks/Agreements screen:
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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 |
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 |
Renewal checks
From the Setup Checks/Agreements screen:
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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: |
Supplier checks
From the Setup Checks/Agreements screen:
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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: |
Milestones (sales progress)
From the Setup Checks/Agreements screen:
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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 |
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) |
Agreements
Break clauses
From the Setup Checks/Agreements screen:
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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 |
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 |
Allowances
From the Setup Checks/Agreements screen:
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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 |
Allowed / Disallowed Merge Text | Use the two fields to identify what is allowed and/or disallowed for the allowance type being added/updated |
Renewal options
From the Setup Checks/Agreements screen:
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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 |
Type | Determine the type of renewal option being entered |
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 |
Responsibilities
From the Setup Checks/Agreements screen:
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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 |
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 |
Example merge text format for any agreements
Select the relevant agreement in the Setup Checks/Agreements screen:
Where a value needs to be entered on the agreement document/letter:
Where merge fields are to be used to pull through information already stored in the tenancy screen:
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: |
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