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Certificates (block management)

Certificates (block management)

Owned by Fiona Hardy
Last updated: Jun 30, 2022

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

This page outlines how to add Safety Certificate, Insurance Policy and Warranty related information - certificate and insurance information can be added for a whole estate or a specific block within that estate

When certificates reach their expiry date, a reminder can be displayed in the Block Management panel of the Organiser

1. Access Certificates / Insurance section

From the Estate record:

  • Click Certificates / Insurance in the bottom section of the screen

    Existing certificates are displayed, organised by estate/block

    Double-click to view more details and/or edit

2. Add new certificate

  • Click 
    Complete the certificate details

  • Choose the appropriate Category

  • Select the certificate Type

  • Enter the Booked date - this is usually the start date of the certificate/insurance

  • Enter the Expiry Date for this certificate/insurance

  • Select the Provider or add new, if not found

  • Enter the Certificate Ref.

  • Select the Block or leave blank if this certificate / insurance applies to the whole estate

  • Complete any Checks (where configured)

  • Enter any related notes in the field at the bottom

  • Click Documents to attach any related documents - e.g. a scan of the certificate, see 2a

  • Click Save (top right) - the newly added certificate details will be shown in the grid

- Click Documents then click and drag the document over the Document Management window
Or click Add and browse to your document

- The Rename field allows you to change the document name (as you want it to appear in the Document Management window), Type is set to Certificate

- Click Accept
The document is displayed in the Document Management window

- Right-click over any documents added for further options, such as Print or Attach to e-mail

3. Sorting & grouping options

Sorting

  • Click a column heading to sort by that column
    e.g. End Date, see right

  • An arrow will be displayed to indicate the sort order of the column (click again to reverse the sort order)

Grouping/filtering

  • Hovering over a column heading may also display a filter icon
    e.g. Type, see right

  • Click the filter icon for the option to group or filter the information shown (by type/date/number)

4. Expiry reminders

When a certificate is due to expire, reminders can be displayed in the Block Management panel on the Organiser

From the Organiser:

  • The Block Management panel shows reminders due to expire in 30 days
    The number of days can be changed - click the number, type the required number of days and press enter 

To add more reminders, or remove any shown - access Panel Setup, as outlined below:

  • Hover over the panel header then click the cog icon

  • In Pick categories to display, tick/un-tick the items to show on this panel

  • Click the tick icon to save changes to the panel

For more information on the Organiser, click here

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