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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE



 Configuration Hierarchy & Options


 Summary


Overview


Reapit Agency Cloud has over 1000 configuration options and numerous variations within that, too many to list or document - these have been developed over the long long history of Reapit and a number of options driven through specific client requests over the years.  The above image sets out the framework in which these operate in order to provide a context and framework to support you gaining confidence in applying this powerful feature.

 Configuration Business Options
Config Menu OptionFunctional ScopeObservationOffice Configurable
System ConfigurationAllGeneral configuration that influences day to day user experienceAll Levels
Setup AreasSales / LettingDefine / Setup areas to support targeted applicant matchingYes
Setup Contact CategoriesSales / Letting
Yes - default all
Default FeesClient AccountsLettings / Client Accounts - relates to fees that are defaulted at start of a tenancy to ease the operational burden and ensure consistencyNo
DepartmentsSales / LettingSetup at project stage - do not change as impacts Portal FeedNo
Mailing & EventsSales / LettingAs stated.  Ability to target specific contact categories as wellYes
Setup NegotiatorsSales / Letting / Client AccountsSetup your business staffYes
Setup OfficesSales / Lettings / Client AccountsCreate, amend office setup (addresses, contact numbers, portal IDsYes
Source of Enquiry, Applicant Position, Viewing FeedbackSales / LettingsSupports effective analysis of your customer base to drive process and determine ROIYes
Setup Referrals / LeadsSales / LettingsSetup and amend referalls that will be presented on Referral PanelYes
Setup Tax RatesSales / Letting / Client AccountsDo not changeNo
Setup Tenancy ChecksLettingsPre/Post Tenancy Checks, Break Clauses, Allowances, Renewal OptionsYes- Default all
 General Config Overview

Supporting notes:

  • DO NOT CHANGE is stated where adjustments to values stored can create instability/data corruption within your Agency Cloud system.  Where stated, these values are very rarely changed by Reapit once setup
  • PROJECT DEPLOYMENT is stated where enabling an option is associated with project delivery.  Normally due to data migration and setup, coordination of a number of tasks to support a successful launch
  • THIRD PARTY INTEGRATIONS.  Are setup and deployed by Reapit Services team - these cannot be undertaken by customers currently (Marketplace will enable this) - and you should request via the Reapit Service Portal
Config OptionSummaryMost Common Usage
ApplicantsOptions to influence the handling of applicant managementInter-Office referrals enablement
Applicant StatusAbility to define default values for the applicant - also to define your own applicant statusDefault status, buying position 'bespoke list' enablement
AuctionsDO NOT CHANGE - Requires Professional Services to enable
Contacts / CompaniesOptions to influence management of contactsConfiguration of Check ID Setup (AMR Checks)
Custom ListsExtend the categorisation of various 'lists' used across Agency CloudSetup new Certificates types - which can then be added to Property Management Power Organisor Panel for example.  Commonly used to refine types to client-specific requirements
Custom GridsDefine columns shown by default dependant on the object being viewedAdding specific columns as used by a client (differs for all clients) - Warning do not create new fields that are not stored against the object in focus as causes significant performance issues
DiaryAbility to define default values for Diary ManagementAddition of new Diary Entry types - note, some types drive integrations (SMS = VW, SmartView = SV)
Email / Word / ExcelDO NOT CHANGE - Determines the behaviour of Microsoft integration from Agency Cloud
File Paths / WebDavDO NOT CHANGE - Use as a reference point only
GeneralCompany level defaults - Should not need to be changedEnable referrals for organisation appears in Referral Panel for properties/applicants
House KeepingDO NOT CHANGE
InternationalDO NOT CHANGE
Landlord StatementDO NOT CHANGE 
Lettings AccountsOnly update by Client Accountant / AccountantDefault allocation of nominals to charge/cost lines
Lettings PaymentsOnly update by Client Accountant / Accountant
Lettings / TenanciesAbility to define default values for management of tenanciesDefault Inspection Value (Days); enable Inspection value to be set at Tenancy level (post initial)
Market PlaceDO NOT CHANGE  - Relates to Foundations migration
MatchingAbility to define matching defaults/tolerances Do not enable 'geocode' matching - requires professional services to deploy
OffersAbility to define how Offers are managed/presented to UsersOrder of Offers presented et al
OrganiserMostly relates to previous Organiser screen, rather than Power OrganiserInternet registrations enablement (Office, User Level) - will require the user to apply offices on Power Organiser panel to display
Set default Power Organisor for Company, Offices, Staff
Determine properties included in Certificate Expiration panel
ParticularsDO NOT CHANGE
PicturesDO NOT CHANGE
Programs / URLsDO NOT CHANGE - Exceptions in Common UseageEchosign details are entered here which are set per user
Client Website link stored here (used on templates, portal feeds)
PropertiesHow properties are represented online / internallyDisplay Next Date vs Last Call, Number of days to next call, default status of new properties, InterOffice Referrals
Property DescriptionsEnhanced Property Descriptions (note - fields created here are not presented to portals)Create additional marketing scree fields (upto 5)
ReportsInfluence specific fields relating to reporting output
Sales ProgressionAbility to define your own stages/checkpoints on Sales Progression
SearchingOptions that determine general, applicant, property searchesInclude / exclude archive
SecurityDO NOT CHANGE
SystemDO NOT CHANGE
Tenancy RenewalsSetup up your own Tenancy tenancy renewals checks
Trust AccountsApplicable to Australian clients only
 Our advice on Good Practice

Our advice and guidance here are based on many years of working with Agency Cloud with all our customers - which have seen many highs and also lows - we would like to offer the benefit of our experience to help you successfully take on the configuration of your own Agency Cloud environment.

  • Always determine what outcome/challenge you are trying to address before considering any change; avoid the desire to scour options to 'find something new'
  • We would always recommend that you start by looking to align configuration, on paper, to your business processes, policies and service levels before mapping to Agency Cloud Configuration
  • Nominate one person who will have responsibility for applying changes; ensure changes are managed formally and controlled (this also help our Support teams)
  • Consider the impact on your customers and - more importantly - your staff; how will the change be communicated and trained out - the adoption of change comes from understanding why and the value to be derived
  • Avoid the temptation to create a myriad of configuration options - complexity serves to confuse, rather than clarify and focus staff
  • Avoid reactive/unconsidered changes to configuration; change in haste repent at leisure as they say
  • If in doubt seek assistance - talk to Support or your Customer Success Manager and they will advise you
  • DO NOT REMOVE / DELETE ENTRIES FROM SYSTEM CONFIGURATION


ALWAYS VERIFY YOUR CHANGES BEFORE APPLYING TO ALL STAFF !!



 Hint & Tips

These are a few tips that we find useful when dealing with configuration requests, queries or where things are going as expected.


Common Questions / IssuesGuidance 
Unable to find what option/area you need ?

HandyConvenienr search box in Configuration - enter topic you are looking for in the highlighted area and the tabs that reference the search will be highlighted in yellow to you as shown below when searching for Applicant.

Changes do not appear to be taking effect ?

i)  Always best for people to log out / in of Agency Cloud for changes to take effect ?
Changes still not taking effect ?ii)  Check the configuration at the Negotiator, then Office level as a previous configuration may have taken precedence
Need to identify a reference to a field ?The Letter Template Editor is the quickest and most effective way to identify the programmatical reference to a field
Still don't know what the reference to a field is ?

i)  Using the LTE to identify the structure used against the object you wish to reference 

ii) Download the Reapit Agency Cloud Data Dictionary; this will then highlight in most instances the field name you will require

Dont understand what a configuration option does ?

i) Hover over the item and where enabled a 'Hint / Explanation' will be provided

ii) Raise a request via the specific Agency Cloud Configuration form

 Getting started


Menu ItemAgency Cloud View
To access the configuration menu, click on top of the Side Bar on your name :->

To select Business Configuration Options select from menu :->

To select General Configuration options select item highlighted :->

Detailed System Configuration Menu - select the 'section' that you wish to review

Make an update - for it to take effect press 'Save' on the page your are on - Warning (be careful of making changes that impact Company Level)

 Testing configuration changes


We would recommend that all configuration changes are verified/tested before they are deployed to all users or an office.  Our advice is quite simplistic on this :

  • Apply changes against your own negotiator account
  • Log Out / In for them to take effect
  • Verify/Validate that the change performes as you expect



 Need further assistance ?


Any advice or guidance that you may require must be raised via the Reapit Service Desk Portal - this directs your query to beyond our standard First Line Service Desk.  The Service Desk is not positioned to handle configuration queries / issues that originate from the client directly due to the complexity; all support provided is based on a reasonable endeavours basis only and we do not offer Service Level expectations.

The link below is to the form on the Portal - please only use if you are the nominated Self Service Administrator and have a genuine query/issue that you cannot resolve yourself.

Disclaimer

Before making any changes with your Agency Cloud configuration ensure you have read through the guidance provided and that changes are verified.  Correction of changes applied that impact the operation of Agency Cloud may incur a charge for our service team to address.

 Need further support ?




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