If you consider that the default scoring is not within your individual company parameters then these can be changed. You will need to call LetMC support and request new settings to be entered onto your system.
The default settings as shown below are:
+350 increasing – Low risk +200 to +349 – Medium risk +199 decreasing – High risk
Once you have requested LetMC support to set new parameters they will be displayed in View Company Settings. Example below.
High Risk Low Risk
Default 200
Default 349
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Maintenance
Contractors
Create a Contractor
Select the criteria you require for the new contractor from the contractor type drop down menu. Enter the branch that they will be linked to.
Use contractor type drop down menu to select required type
The Contractor commission % details should only be filled in if you, as the agent, are going to add a commission to the job cost arranged with the contractor.
Complete the contact details and finally add any notes, (these are confidential, for agency staff only).
The next step is to add a permanent address for the contractor (mandatory). This can be edited at any time, however once a contractor has been added and has been assigned a job they cannot be deleted as the record will need to be kept for historic checking.
Add areas that the Contractor will cover by ticking the boxes beside the areas covered. If the area you require is not shown then you will need to add an area. This will be done by accessing Lettings/Property/Manage Areas.
Finally enter the bank details of the contractor. This will facilitate online payments etc.
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View Contractors Details
Like other View Details screens this is purely to use for checking contractors details. You will not be able to edit from this screen. Using the standard Search criteria select your Contractor and from the list of given contractors tick the box next to the contractor you wish to view then click Next.
On the next screen you will be able to see from the bar at the top what details you will be able to view.
As you go through the various screens (by clicking next each time you will be able to view the Contractor Details, which will show maintenance type, commission (if any) and any staff notes for this contractor.
Contact Address, permanent address. Areas of Operation, (where the contractor operates) and their bank details.
Click on Finish to stop viewing details.
Modify Contractors Details
This function is accessed for the purpose of modifying contractors’
details. You will be able to edit from this screen. Using the standard Search criteria select your Contractor and from the list of given contractors tick the box next to the contractor whose details you wish to view then click Next.
The top bar on the next screen will once again show you the steps you will go through to enable modification of the contractor’s details.
As you go through the various screens (by clicking next each time you will be able to edit the details for that particular screen.
You can now edit:
Details including commission
Contact addresses
Areas of Operation
Bank Details
Click on Finish to stop modifying details References
In Modify and View Contractors details referencing notes can be added or viewed
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Delete a Contractor
If you have added a contractor by mistake you can delete but only if the contractor has not been linked to any jobs or areas of operation. The process of deletion is carried out in two steps
Using the standard search criteria select your contractor to delete by ticking the box next to their name.
When you have selected the contractor you wish to delete click Next. You will now see one of two messages
On the confirmation screen you will be asked to confirm the deletion, which means that the contractor is not linked to anything in the system and you can click Finish to complete the deletion.
The other message you may see is the one shown above. This means that somewhere in the system the contractor is linked to a job or an area. If they are just connected to an area you can edit their details and remove them from that area, you can now delete the contractor. If they are linked to a job on the system then they cannot be deleted as the information they are linked with may be required at a later date. Click Cancel to end the process.
Maintenance Jobs Add a Job
There are various places within the system where you will be able to add jobs, but if the job you are adding is ad hoc then follow this procedure.
Using the standard search criteria find your property to add a job to by selecting Branch, Area, Street Key Bunch or if you have a reference type in that then click Next
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In the next screen using the drop down menus select the status priority and type of job. Click on the Edit button to add the contractor that you want to assign the job to, tick the access with keys box no appointment if required. Next you will need to enter the details of the job (mandatory). Please try and be as comprehensive with the details as possible. When complete click Finish.
On adding a maintenance job in Maintenance>Add Maintenance Job a note to say who created it is added as follows: - Maintenance Job added by Tim Smith at 29/06/2010:12:43.
Note: Job Status list can be customised in Control Panel/Object Types Printing Job Sheets
To print out the job sheets got to either:
Manage all Jobs
Manage Jobs by Property
Manage Jobs by Contractor
By choosing one of the above methods you should see a list of jobs applicable to that heading.
Click on the edit button of the job you want to print, this will bring up the job details screen. Click on the Print option at the top right of the screen, located beside the log off button...
...Then click on the Print Maintenance Job button on the following screen.
This action will download a pdf file of the job with all details attached.
You can now print out this job sheet for your contractor to collect.
Contact for access details on the job sheet lists the contact numbers for the tenants of the currently active tenancy. If there is no active tenancy then is shows the Landlord’s number.
Send Job sheet by email
With the job open click on the envelope icon
This will take you to the email function of the software and there will be an email prepared with the job sheet attached ready to send
Page | 144 Manage All Jobs
Once you have added a job and given it to your contractor you will need to follow its’ progress.
Selecting Manage All Jobs will take you to the facility to manage all jobs for your branch.
The filter list can be set to target specific jobs. Using the drop down menus you can select:
Type Status Priority When Created Order By
Next Action Date
You will then be shown a list of jobs to suit your criteria.
The colour coding of the jobs are Grey – Low Priority
Yellow – Medium Priority Red – High Priority
If the Export button is used the Excel file that is produced will give the information as below.
You can edit a job by clicking on the Edit button.
In the edit screen there are two tabs one for the job details and the other tab is to add any notes to the job. For progressing a job, change the Status, Priority and Type as required.
Contractors may also be changed if required and Next Action Dates can be added.
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Set Next Action Date
It is possible to set a next action date and comment on a maintenance job. This can in turn be used to set the next ‘chase-up’ date. For example set for the day the contractor is due to visit the property.
Select Manage all Jobs and click on the edit button to open the job required
In the next action date details set the date required Add a comment of the action to be carried out and click the Add button
Once you have carried out the action on the date set and you wish to add another action carry out the same process. This will over-write the old date and comment but a copy of the old Next Action Date and Comment is added to the Maintenance Job Notes (for audit purposes).
The Manage All Jobs selection can be filtered by jobs with a Next Action Date over a selected period of time.
When a job has been completed, remember to change the status to Closed. This will remove the job from the list. To review closed jobs at any time set your search criteria when managing jobs to Status Closed.
Manage Jobs by Property Manage Jobs by Contractor
Managing Jobs by Property and Managing Jobs by Contractor go through the same process as Manage all Jobs, except that your search criteria will be looking for properties and contractors respectively.
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Maintenance Certificates
Manage Certificates by Property
In this section you are able to keep control of all the certificates applicable to the properties that you are managing. The certificates that can be entered and stored electronically on the system are:
Yearly Certificates
Gas Safety
Portable Appliance Testing (Not a Legal Requirement)
Fire Alarms
Emergency Lighting Five yearly Certificates
Electrical Installation Test
HMO Licence Ten year Certificates
Energy Performance
It is possible to add additional custom certificate types to the list of maintenance certificates by selecting Control Panel>Object Types>Certificate Types. In order to avoid duplicate certificates on a property it is only possible to enter a certificate once for each type.
Add a Certificate
To add a certificate go to Manage Certificates by Property you will need to type the search criteria into the search screen. Select your property by ticking the box next to it and click on Next.
The following screen will now allow you to set the certificate required.
From the drop down menu select the type of certificate that you want to raise in this sample case a Gas safety certificate is raised.
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On the following screen fill in the desciption of the appliances etc that are to be tested
At this stage the date will show ten years before the next certificate is due but this can be changed once the initial certificate has been completed.
Click on the Add maintenance job button to raise a work order. (maintenance job raising is covered in the Maintenance section of this manual)
When the certificate has been completed set the date for the next certificate to become due and the valid from date
Certificate Responsibility
Responsibility for a certificate can fall to the Landlord, the Tenant or the Agent this is set up in Control Panel/Object Types/Certificate types and selecting the certificate. After clicking on the certificate type edit button you will have the options of;
editing the name, setting who is to receive a chase letter and how many days before the certificate is due to send the reminder. Landlords and Tenants letters will go to the postbag and the Agents reminder will show in the InTray.
Notes Tab
If you need to add any notes regarding the certificate type in your note and click on the Add button. This notes box will also record whether the certificate has been retired or reactivated.
Documents Tab
On the documents tab you can upload the certificate into the system.
First save the certificate on to your pc then click on the browse button to locate the certificate.
When located click on the open button and it will upload and be saved onto the system
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Manage Certificate by Property Using the search function select the property you require.
Click on the next button and you will call up all certificates that have been raised on the property. Click the Edit button on the certificate to manage.
Certificate Status Change
If the status of a certificate has to be changed e.g. Gas Certificate no longer needed, follow the procedure shown below.
Search for the property that you require as above and select the certificate that is to be retired.
Enter a reason for retiring the certificate and click on the Retire; Go button then click the ok action button.
Be aware that when a property is no longer managed that you should retire all certificates on that property otherwise you will continue to receive reminders in the InTray to renew the certificate.
Manage All Certificates
The process of managing all certificates is the same as managing by property. When opening this option you will be able to check on any certificate that is recorded on the system. By selecting the edit button you will be faced with the same screens as when Manage Certificate by Property was selected and be able to make any amendments and add a maintenance job if required.
You can also add retired certificates to the list by ticking the “Show Retired” box to facilitate restoring a certificate.
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Printing Certificate report
The all certificates screen can be exported to excel by clicking on the Export button.
From the drop down filter boxes select what you want to print. For example if you want to check overdue energy performance certificate set filters as the example shown. Click on the export button
You can now filter this list as required.
For an ordinary print out, click on the Print button at the top right hand side of the screen.
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Energy Performance Certificate
Process of Ordering an EPC Certificate
When a property is going to be advertised to let go to Maintenance>Maintenance Certificates>Manage Certificates by Property use the standard search criteria to locate the property that needs the certificate to be raised.
Click next and select Energy Performance from the drop down list and click the Add button.
Click the Add Maintenance Job button and create a job to instruct a surveyor (recorded as a contractor on LetMC). This provides an audit trail to prove to Trading Standards that an EPC has been ordered. Follow the standard procedures for completing the job shown in the maintenance section.
Once the surveyor has carried out the EPC they should email a copy of the certificate to the Letting Agent, save this to your PC. Go to Manage Certificates by Property search again for the property and open the certificate details using the edit button.
With the certificate details open select Responsibility of, check that correct date are set (remembering that this is a ten year certificate.
Using the Notes tab record any notes.
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Upload an EPC Certificate
Open the Documents Tab click on the browse button and search for the saved certificate and upload it into the LetMC system.
Select the EPC tab
Record the EPC Report reference number and the EER and EI current and potential values into the correct fields and click the Refresh Graphs button.
Validation criteria for the EPC certificate’s
Environmental Impact Rating in
Maintenance>Maintenance Certificates>Manage Certificates by Property has been removed. It is necessary that the potential figure for environment impact can be set at a lower value than the current figure. This is because in some circumstance measures to improve a property's energy rating actually has a worse impact on the environment.
Finally click ok and Finish to save the data.
Marketing Output that includes EPC Values.
Property Brochure.
The Property Brochure includes the two graphs and a short explanation on the third column on the second page.
Window Display.
The Window Display includes the graphs below the main picture.
Properties to Rent List.
In the Properties to Rent List view there is a tick-box called Show EPC figures. If this is ticked then the Properties to Rent List can be created showing the EPC values (not the graphs).
Rightmove and other Website Portals.
LetMC feeds the EPC graphs to portals that use the Rightmove V3 data feed such as www.rightmove.co.uk.
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Setting days before due date for certificates
Certificate reminders that are sent to the In Tray for action by a staff member can have the reminder sent to the In Tray at a set time before it is due. This is set up in Control Panel - Object Types – Certificate Types.
Select the certificate you require to set the reminder for by clicking in the edit button.
Details of the reminder and who to chase will then be displayed on the next screen.
The Days before Due can be set to suit.
Chase Agent: Reminder Sent to InTray Chase Landlord: Chase Letter sent to Postbag Chase Tenant Chase Letter sent to Postbag
Reminder and letters will be sent out according to what the ‘Days before Due Date to Chase’ criteria.
For example if the figure is set to thirty then thirty days before the due date reminders and letters will be generated.
Letter sent to Postbag
Reminder sent to Postbag
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Maintenance Preferences
Using the standard search criteria enter the criteria to locate your property to add preferences to and tick the box next to it.
Type in the preferences that you want to set to this property and click add. The preference will be added to the list, click finish to end.
When you add a job the preferences will be displayed for you to note before arranging the job.
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