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

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 and/or Right To Rent check information to be entered, these guides provide more information:
Logging Landlord Registration information (UK only)
Right to Rent (RTR) ID check - configuration option

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, details of ID that needs checking plus ID that is due to/has expired and/or failed

3. Adding new ID

  • Click Add New

For Primary ID / Secondary ID:

  • Select the ID type

  • Expiry: click the calendar icon and select the date the ID expires
    Where document expiry is enabled

  • Depending on configuration (both or either of these options can be enabled)
    Enter the ID details (e.g. passport number) - not shown below
    and/or in Document click Upload file to upload an electronic format ID document

  • 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

6. Configuration options

ID check functionality offers different configuration options which need to be set up by Reapit Support, click here to contact Reapit Support

Available configuration options

  • 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

  • More configuration options for compliance/ID are available here:
    Configuration options (compliance)

ID related processes

  • All vendor contacts need to have current, successful ID check information added in order to change their property status to For Sale – Available

  • All buyer contacts need to have current, successful ID check information added when marking their offer as accepted

  • Creation of viewings is not permitted for a property where the vendor/landlord doesn't have current, successful ID check information added

Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

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