Adding a new estate & AgencyCloud basics

Owned by Fiona Wilson
Last updated: Jun 30, 2022
4 min read

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

This page outlines how to add a new estate & includes information on AgencyCloud basics, such as contact shortcuts, adding journal entries and the activity feed

1. Search for existing records

From the main menu:

  • Click Block/Strata

  • In the search field at the top, enter the first line of the address/postcode & press enter on your keyboard

  • If any matching records are found, they will be displayed below

  • If not found, click Add New (bottom of search bar)

2. New estate record - enter address details

A new estate record will be displayed:

The search text will be automatically entered to the address field

  • Complete the address in full

3. Add landlord/freeholder

  • In the landlord section, click Select
    Need to search existing contacts before adding new 

  • Select whether to search for Companies or Individuals
    Selecting Companies searches company records and selecting Individuals searches contact records 

  • Use the Surname field to search for the landlord/freeholder by name
    OR the Telephone / E-mail field to search using contact details, click Search

  • If found, double-click to add the company/contact record to the estate

  • If not found, click Add to add a new landlord company/contact record
    The selected landlord will be shown on screen (see step 4)

4. Selecting the landlord type & entering bank details

  • Click the link beside Landlord type

    • Select the relevant landlord type from the list. e.g. Freeholder

  • Click the link beside Bank (where allowed)

    • Enter the landlord's bank details

    • Click Save

    • The bank name will be shown on screen, clicking the link gives access to edit or add new

 

 

 

 

 

 

 

Click the landlord name to view/edit their contact record

To clear a landlord record: right-click over the landlord name and select Clear landlord

 

5. Add management company

  • In the Management Co. section, click Select 
    Need to search existing companies before adding new 

  • Use the Name field to search for the company by name
    OR the Telephone / E-mail field to search using contact details, click Search

  • If found, double-click to add the Management Company record to the estate, click Accept

  • If not found, click Add to add a new Management Company record
    The selected Management Company will be shown on screen (see step 6)

6. Management Company contact shortcuts

Click the icon to the right of the contact type for shortcut options

Options include:

  • Copy number to the clipboard

  • Send email
    Other email options are available via the Emails button (top right)

  • Send SMS
    Where SMS enabled

  • Dial
    Where TAPI dialling enabled

Click the company name to view the company record

To clear a management company record:
right-click over the company name and select Clear management company

7. Save new estate record

To enter any more detail or access the toolbar options across the top of the screen, you need to save the record

  • Click Save button (top right)
    The Activity Feed on right will now automatically update to show when the estate record was created (see step 8)

8. Activity Feed & adding journal entries

The Activity Feed to the right of the screen acts as an audit trail and will automatically update to show when key actions have been carried out on the estate record

Manual journal entries can be added:

  • Click

  • Select Create journal entry

  • Enter the text for the entry
    Once saved, this note cannot be deleted

  • Click Accept
    The note will be displayed on the Activity Feed