Pre-instruction checklist - configuration option

Owned by Fiona Wilson, created
Last updated: Oct 20, 2023
5 min read

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

A pre-instruction checklist option is available - the content of the list is dependent on company requirements and can differ between sales and lettings properties

A property's status cannot be changed to For Sale or To Let until all checks are marked as completed (or not needed) - properties with incomplete checks can also be viewed via the Organiser and reported on using a property Power Report

From version 12.151+, a configuration option is available which allows specific pre-instruction checks within the checklist to be set as optional, click here for more information:

The pre-instruction checklist functionality needs to be set-up & configured - click here to contact Reapit Support

1. Access checklist

Where configured, a pre-instruction checklist can be accessed from a sales or lettings property record

From the property:

  • Click Pre-Instruction Checks 
    to the left of property Marketing

When the pre-instruction checks are incomplete, the link on the property record is displayed red

2. Completing pre-instruction checks

The types of check displayed is dependent on how your business have chosen to set this up

  • Use the link to the right of the check to update the status of it
    Options are:
    Needed, Not Needed, Sent/Arranged, Completed

  • If your configuration settings allow:

    • Click Add check to add further entries to the list

    • Click the red cross on the right to remove a check

    • Click into the field to edit the check title

  • The paperclip icon beside the check allows you to attach associated documents - see 2a

  • The order of the checks can be changed - see 2b

The status of the property cannot be changed to For Sale/To Let - Available until all checks are marked as Completed or Not Needed
A configuration is available to allow the status of For Sale/To Let - Unavailable to be set without the checks being complete - contact Reapit Support to request this to be enabled

2a. Add/view check documents

Add check documents

  • To the right of the check, click the paperclip icon to access Document Management

  • Drag and drop your document over the above window, or click Add and browse to it

  • When added, the Edit Document screen allows you to change the document Name and Type 

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

2b. Change order of checks

  • Hover mouse pointer over the check to move

  • Click and drag the double-headed arrow icon on left of screen to move the check

3. Updating & completing checks

  • Hovering over each check shows who last updated it and when

  • A tick is displayed next to completed checks

    Click Exit (top right) to go back to the property record

 

4. When all checks are complete

When all checks are complete, the panel on the property screen will change to green to indicate this

  • Click Pre-Instruction Checks to re-access the checklist

 

5. Pre-instruction checks on the Organiser

Follow 5a for instruction on how to add incomplete pre-instruction checks to the Overview panel

From the Overview panel, to view a list of properties with incomplete checks:

  • Click Pre-instruction checks incomplete - Sales
    or
    Pre-instruction checks incomplete - Lettings 

  • From the list:

    • hover over the incomplete checks link to view a summary of which checks still need completing

    • click the Pop out into full results icon in the panel header to view the properties in a grid
      The far right column shows detail of all checks that are incomplete

 

5a. Add incomplete pre-instruction checks to the Overview panel on the Organiser

If the pre-instruction checks are not shown in the Overview panel:

  • Hover over the panel header and click the Settings (cog) icon to access Panel Setup

  • From Pick categories to display, tick the Pre-instruction checks option(s) needed

  • Click the tick icon to the right of the panel header to save

6. Reporting on pre-instruction checks

Via Power Reports, a property report allows you to report on pre-instruction checks

From the Power Reports screen:

  • Select property report and build report as needed, e.g. select Office

  • From the Linked Records section, click Pre-Instruction Checks

  • Click Pick Pre-Instruction Check Criteria and select the criteria required

    The report in the example will return properties from the user's office where pre-instruction checks are marked as Needed