This guide has been reviewed against our global client base and classed as relevant to UK only
In accordance with the UK Housing Act 2004, every landlord or letting agent that takes a deposit for an assured shorthold tenancy in England & Wales must protect the deposit under an authorised tenancy deposit scheme
The TDS Deposit Management functionality within AgencyCloud provides the following:
Once a deposit is cleared in AgencyCloud, details of tenancies marked as being part of the Deposit Protection Scheme are automatically transferred to the deposit management tool
The tool allows deposits to be registered with the TDS
When registered successfully, the deposit certificate is generated and downloaded to AgencyCloud - the option to emailed to landlords/tenants is also available, where configured
Updates in AgencyCloud to tenancy start/end dates and/or deposit amount for tenancies with a registered deposit are automatically flagged in the deposit management tool, allowing new certificates to be regenerated and uploaded to AgencyCloud
When a tenancy ends and the deposit returned, this is automatically flagged in the deposit management tool, allowing the deposit registration to be deregistered
This guide covers:
What is the TDS?
The Tenancy Deposit Scheme (TDS) is a government approved tenancy deposit protection scheme in England & Wales operated by The Dispute Service Ltd
Established in 2003, TDS is the longest serving government-approved deposit protection scheme and is also the only not-for-profit scheme
TDS provides both insurance-backed & custodial tenancy deposit protection, with free, impartial dispute resolution for when disagreements arise over how the money is divided
Make a deposit ready for registration with TDS via AgencyCloud
For tenancy details to be automatically added TDS deposit management tool, the following conditions must apply to the tenancy record in AgencyCloud
1. Held by setting on tenancy record The Held by setting must be set as shown below From tenancy:
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2. Deposit paid & cleared The deposit must be invoiced, paid & cleared From tenancy, Accounts panel:
From tenancy deposit details:
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3. Ensure tenant contact details are correct Tenant & landlord contact details must be correct When the tenant & landlord contact details are passed to the deposit management tool, the following information is checked for validity
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When all the above conditions are met, then the deposit will be available to be registered, as outlined in the next section
When contact details are not correct, the deposit will be available to be registered, but it will error when processing, therefore it is advisable to ensure they are correct during data entry
Access TDS deposit management screen
From AgencyCloud main menu:
Access tenancy details To view the associated tenancy of any entry in this screen
Or, to stay in the screen, the tenancy details can be previewed
See sections below for information on using this screen to register & update deposits, plus how to check the status & download deposit certificates |
Register a deposit
1. Select deposit(s) to register From the TDS Deposit Management screen:
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2. Process selected deposit(s) for the bulk deposit registration run From top right of screen (shown above):
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3. Registration complete When the deposit registration is complete:
When a deposit has been successfully registered, you can now download the certificate - see section titled Download deposit certificate for more information |
Registration failure flag/reasons
After processing the deposit registration (as outlined in the section above), if it fails:
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Download deposit certificate
The steps in this section allow you to generate the deposit certificate to download to AgencyCloud
Where configured, this process can also email the certificate to the tenant and/or landlord
1. Select certificate(s) to download From the TDS Deposit Management screen:
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2. Process selected deposit certificate(s) From top right of screen (shown above):
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3. Email options (where configured) Where configured, the option to email the deposit certificate to all landlords and/or tenants is offered
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4. Certificate download complete When the deposit certificate download is complete:
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5. Deposit certificate in tenancy deposit screen From tenancy, Accounts panel:
In Deposit Protection panel:
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Amend a registered deposit
When a deposit has been registered, it is possible to change the date and the deposit amount - these updates are automatically detected by the TDS deposit management tool
(no other details can be changed without deregistering and reregistering the deposit)
1. Dealing with updates When tenancy start/end dates have been updated and/or the deposit amount has changed, these are picked up by the TDS deposit management tool From the TDS Deposit Management screen:
Hover over the entry to see what updates are to be sent to TDS when processed |
2. Process selected deposit(s) for the bulk deposit registration run From top right of screen (shown above):
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3. Download updated certificate to AgencyCloud The same process is used as when originally downloading the certificate, therefore:
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