Record property licensing information - configuration option

1. Access licensing screen on property attributes

From property (sales or lettings):

• In Attributes panel, click edit (pencil) icon

  Open

  

• Click Licensing tab

  Open

  

2. Complete property licencing information (left of screen)

The left side of the screen allows property licencing information to be logged - the information that can be logged is explained in sections 2a & 2b below

Entering as much information in this section ensures that accurate reporting can be carried out on property licensing

2a. Enter property licencing & licence application details

Property Licencing

• Local Authority: click the link and select the relevant local authority the property is in
  Or add new if the required local authority has not been added to your system

• Licence Required: tick if a licence is required for this property

• Licence Compliance Status: select from Compliant, Non Compliant or Unknown
  These options can be added to via configuration - contact Reapit Support to request this

• Above Commercial Premises: tick if this is relevant to this property

• Section 257 Property: select from Yes, No or Not Set

• Article 4: select from Yes, No or Not Set

Licence Application

• Licence Type Required: select from Selective, Additional, Mandatory, Not Required, Unknown
  These options are the same as those offered in the Licence Type Granted menu and can be added to via configuration - contact Reapit Support to request this

• Application Status: select the relevant option from the list
  Options are: Applied, Landlord Applying, Granted, N/A

• Application Ref No: enter the licence application number

• Application Date: enter the licence application date

2b. Enter licence granted & current tenancy information

Licence Granted

• Licence Type Granted:
  Options offered in this menu are: Selective, Additional, Mandatory, Not Required, Unknown
  These options are the same as those offered in the Licence Compliance Status menu and can be added to via configuration - contact Reapit Support to request this

• Allowed Households: enter the number of allowed households for this property

• Allowed Occupants: enter the number of allowed occupants for this property

• Licence Reference No: enter the licence reference number

• Licence Granted: enter the date the licence was granted

• Licence Expiry: enter the licence expiry date

• Restrictions: where restrictions apply, tick the box and enter detail into the text box beside this

Current tenancy

• Current Tenancy Households - enter the relevant number

  • This field is linked to the Allowed Households field above

  • If the number entered here exceeds what is entered into the Allowed Households field, a message is displayed and the fields are shown with a red border

• Current Tenancy Occupants - this number is not editable and is taken from the tenants and occupiers listed on the current tenancy

3. Enter requirements

The right side of the screen allows requirements to be logged - the requirements can be linked to existing safety certificates already entered in the property attributes screen

To add a requirement:

• Click (top right) and select the relevant requirement type - e.g. Electrical Safety

• An entry is added to the requirements panel

• When the related document has been uploaded, tick Uploaded

  • A document would usually be uploaded via a certificate
    Certificates should be stored in Appliances, Insurance & Safety tab

  • When ticked, the current user name and date are automatically added to the Updated By/On columns

A current certificate can be linked to the requirement - from the Link Cert column:

• Click the icon and select the relevant certificate
  An option is offered when there is a valid certificate already added on the system for the chosen type

• The link icon will change colour (to green) to indicate there is a linked certificate
  Double-clicking the requirement will now display the linked certificate

If there isn’t a valid certificate for the chosen type on the system:

• Clicking the icon in the Link Cert column will display a prompt

4. Grid options on requirements panel

Requirements can be sorted and filtered using grid functions

• Click a column heading to sort by that column

• Right-click over a column heading for column sizing options

• Hover to the right of a column heading to view the filter icon (as shown on Description column) and click for filter options

5. Upload licence document

From the Documents panel:

• Click and browse to find the required file on your device

• Once a file has been selected, this screen will be displayed

  • Rename allows you to change the name of the file

  • Type will default to Licence
    Only licence documents types are shown in the Licensing screen Documents panel

• Click Accept on the screen above, the file name will be displayed in the Documents panel

• Right-click over the document for options to delete, print or attach the licence document to an e-mail

6. Reporting on licensing

Where enabled, reporting on licensing can be carried out - one or more of the following criteria options can be used for licence-related reports:

• Whether the property requires a licence

• The licence type

• The licence expiry date

• The number of households permitted

• The number of occupants permitted

• Whether the property is above commercial premises

• The licence application status

• The licence application reference number

• The licence application date

• The licence granted date

Prior to version 12.202 the licensing screen is the same as the one shown above but with less options and fields have slightly different titles

Each field on the left can be explained as follows:

• Local Authority: click the link and select the relevant local authority the property is in
  Or add new if the required local authority has not been added to your system

• Licence Required: tick if a licence is required for this property

• Licence Type: select the relevant option from the list
  Options are: Additional, Mandatory, Selective, None

• Select the number of Households and Number of occupants permitted in the property

• Above Commercial Premises: tick if this is relevant to this property

• Application Status: select the relevant option from the list
  Options are: Applied, Landlord Applying, Granted, N/A

• Application Ref No: enter the licence application number

• Application Date: enter the licence application date

• Licence Granted: enter the date the licence was granted

• Licence Expiry: enter the licence expiry date