Entering & reporting on ID

Identity check information is stored in the contact record and can be entered on the applicant, vendor, tenant, landlord or contact screens. This information can be reported on using Power Reports.

There are various configuration options for how ID can be entered, edited and updated, a configuration options section at the end of this page outlines these.

Where required, the Identity Check screen also allows Landlord Registration information to be entered, click here for information on this.

From the applicant, vendor, tenant, landlord or contact screen:

1. ID Check icon

How the Identity Check icon on the main screen is displayed depends on its current status
Hovering over the Identity Check link will display the current status on screen

The first screen on the right indicates ID has not been checked, whereas the second screen shows the ID has been checked and is valid

2. Identity Check screen

Click Identity Check on the relevant record

How the ID check screen appears is dependent on configuration; for example, the left side of the screen is only shown when ID expiry functionality is enabled - when enabled, this panel displays information regarding current ID, ID that needs checking plus ID that is due to/has expired and/or failed

3. Adding new ID

Click Add New
Primary ID / Secondary ID
- select the ID type
- Expiry: where document expiry is enabled, in Expiry click the calendar icon and select the date the ID expires
- Details: enter the ID information (e.g. passport number) and/or in
  Document click Upload file to upload an electronic format ID document
  Both or either of these options can be available and are dependent on configuration
Click Save

4. Complete ID Check status

The status of the ID check process is logged at the top of the screen

ID Check: choose from the drop down list to identify the current status of the ID check process
Enter:
- Date
- Checked by - select the relevant user name
Click Save to update the ID Check status

Once ID is saved as Successful, a Cancelled option is made available

5. Reporting

ID check information can be reported on using Power Reports

Click Reports, then Power Reports and select the report type of Contact Report
Select criteria to narrow down the results returned in the report (for example, select Office and choose which office/s to report on)
Click Pick Contact Criteria to return to the options shown below
From Linked Records, click ID Check
Clicking Contact has id checks offers the option to report on contacts without ID
Use the criteria options shown to narrow down the contacts returned

Criteria options offered depends on configuration settings

Click here for an example report

6. Configuration options

ID checking can be configured as required, options are:

Contact and/or company ID can be set to expire after a preset amount of days and, when ID is set to expire, this can be flagged within a specified number of days
When entering ID, entering a second form of ID can be enforced
ID can be stored as just a text description or a file attachment; or the option to store either can be given
Security settings can be put in place to only allow the negotiator who added the ID to view it, permission can also be given to a preset group of users
ID can be made read-only once added
Available ID type options can be customised
ID related processes:
- All vendor contacts to have current, successful ID check information added in order to change their property status to For Sale – Available
- All buyer contacts to have current, successful ID check information added when marking their offer as accepted
- Creation of viewings not permitted for a property where the vendor/landlord doesn't have current, successful ID check information added

All above options are configured by Reapit Support.

Entering & reporting on ID

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