All notes associated with a property/
tenancy including landlord letters, tenant comments and notes, certificate chase letters, maintenance job letters etc. are available in a tabbed view in Lettings>Instructions and Tenancies>
View Tenancy Notes or alternatively in Office>View Tenancy Notes .
First action to take is to search for a property that you need to look up notes
for. Once you have located your property click the next button.
The tenancy notes appear on four separate tabs related to their function.
Landlord Notes
Landlord Notes shows all notes related to the landlord and not just those that apply to the selected tenancy. Use the filters to view Messages and Letters/comments.
Clicking on the edit button will open a summary of what the note is about.
Tenants Notes
Tenant’s notes are filtered by:
Messages
Letters and Comments Money Owed Chase notes
Applicant Notes
For tenants created from applicants linked to the tenancy, all notes that were entered when the tenant was an applicant can be displayed. Filtered by Messages and Letters/comments
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Maintenance and Keys
This tab lists all notes concerning maintenance and the movement, any detail alterations etc of key bunches.
Add Comment
The final tab ‘Add Comments’ allows a user to add a new note to any tenant (all tenants of the tenancy or a selected tenant), landlord(s), or landlord and all tenants. Notes appear in descending date order in the Landlord and tenant notes. Once again these notes can be filtered by messages and letters and comments.
Letters will be added to the tenant and landlord notes after they have been marked as posted in Office>Post Bag>Letters to Post.
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Diary
View Diary
The diary brings together every user and their appointments. You can arrange viewings linked with properties and applicants, arrange access by text, email or letter and collect viewing feedback of which a landlord will receive a report. Filtering options allow you to filter appointments by person or, everyone’s appointments and time scale for viewing the diary. By placing the mouse pointer over the appointment you will see a summary of that particular appointment Clicking on the appointment will bring up full details. Extensive detail of a person’s daily diary can be seen by clicking on the button next to their name.
Print Day Diary
Click on the button next to staff name
A full account of the staff member’s appointments for the day will be generated. This will hold details of all Properties, Tenancy, and Attendees etc connected to the appointment.
This can be printed and taken on the appointment.
This print out can be customised by LetMC, call support for details.
Staff members to show in Diary when login is de-activated.
When a staff member leaves a company it may be still necessary to display their name in the Diary for a period to finalise any existing appointments. There are two tick boxes in Control Panel>Staff>Modify a Staff Member that control whether a staff member is activated and whether their appointments show in the Diary. By un-ticking the 'Log-In Active' tick box while leaving the 'Show In Diary' tick box ticked, the staff member will have their login de-activated but will continue to appear in the Diary until the 'Show In Diary' tick box is un-ticked (when searching for a deactivated staff member un-tick the 'Exclude inactive log-in' tick box). In the Diary, red text appears below the name of a de-activated staff member stating 'login inactive'.
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Adding an Appointment
Click the Add Appointment button and set the time date and whether you want a reminder for the appointment. If the reminder is set it will appear in your In Tray at the time specified.
Note; you cannot add an appointment retrospectively.
Enter appointment type from the drop down menu, enter the member of staff who the appointment is going to be assigned to, enter subject (mandatory) and any comments you may consider relevant.
You cannot at this time click All Access arranged
Click on the Linked Properties Add button
Search for the property you are adding to the appointment, tick the box next to it and click ok.
The property is now set in the appointment.
(Not: access notes are set in create Landlord Instruction)
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Now select Arrange Access Go button, on the following screen tick the box next to the method you are sending the access message by and click ok. For an unoccupied property, the landlord will be informed of your intended access and an occupied property access notification will include the current tenant contact details.
When access has been arranged you will return to this screen or the Keys section of the software to book out the keys later.
Sample arrange Access Letter
Access is not requested from landlord or tenant. The notification of intended access will ask the recipient to contact the agent if the access is un-convenient.
Click on the link user button and using the search criteria select the user that will accompany you on the appointment, and then click ok.
By ticking the All Access Arranged check box the appointment will show in the diary in pink, otherwise it will show in blue. When the appointment is over go back into appointment details and enter feedback if required.
Access Not Confirmed Access Confirmed
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Once access has been confirmed go to Manage Keys by Property. You will now need to check out the keys. If a staff member is taking the keys then there is no need to fill in details or phone number. (These are only used if handing the keys to Contractor etc.).
When keys are checked out you will see in the key movements that they have been checked out to yourself.
When the appointment is complete come back to this screen to check the keys back in.
After you have returned from the appointment you will need to enter any feedback from the viewing open the appointment from the diary and click on “Click to set feedback”.
Enter any feedback and click ok and finish. You can view this feedback at anytime by going to View Property Appointments.
Tip: Clicking on staff members name in the diary will also open up the Add Appointment screen
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To book a viewing with a new applicant the Book Viewing button should be clicked on this will take you to the first step of the process
(You must set Allocations to use this function)
On the next screen you will have the choice of either:
Create New Applicant, or Select an Applicant.
Click on the relevant Button.
Creating a New Applicant
There are 5 steps to creating a new applicant on the system Step 1: Details
Complete the Management details, Add the negotiator
Enter the source details of where the applicant first found agency details. More source details can be added in Control Panel
Select the status of the applicant Applicant Personal Details
Enter the details of the applicant, name address etc.
Notification
Select how the applicant wants to be notified of any available properties. The activation date runs for two months on adding the details.
Limits are set on each method of notification:
Text-Once per day Email-Once per week Post-once per week
Finally add any notes that you need.
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Step 2, Property Criteria
Complete the Rent range (Min and Max, mandatory). If required enter number of bedrooms or whether just a room is required, select tenant type from the drop down list. From the calendar icon select the latest move in date for the tenant.
Finally enter any key words which will assist in the Auto Notification process.
In the Essential Matching Criteria use the tick boxes to select the areas that the Applicant is interested in.
Select all facilities that the Applicant requires
Finally select any special requirements.
All the above criteria when entered will be used in the property matching process.
Matching Property
The Matching property page will show all properties that have matched with the details put in on the previous pages.
The Unsuitable button will be used to enter any feedback as to why the property was not suitable for the prospect.
Send Details
The send details tab will check how you want any notifications sent to the applicant or just print a matching property list. If you need to amend criteria before clicking the Go button, go back to the details tab. Click on finish and a confirmation of the letter being sent to the postbag will pop up.
The last tab (Notes) allows you to enter any notes; these are seen here by staff only.
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Applicant Notes
Notes Screen. If you have any notes that you need to add then enter them here. The notes that are added here will, if the applicant takes a property, be recorded in Tenancy Notes for future reference.
Referencing Notes and Documents
Any referencing Notes that you need to add to the applicant and any referencing documentation that you want to save on the system can be added here.
Maximum file upload 1MB
Allowable file extensions: *.doc *.docx *.xls *.xlsx *.csv *.txt *.pdf *.gif *.png *.jpg *.jpeg *.bmp
Types of documentation that are suggested to upload
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Confirm Applicant
Once new Applicant details have been entered or an existing one chosen click on the next button to continue.
If an existing applicant was chosen there may be details next to “Looking For” that may assist your selection of properties for them.
Select the properties that have matched with the Applicant and they want to view then click next.
If there are no matching properties to the applicant’s criteria the following message will be displayed.
You may consider liaising with the applicant to change criteria.
Select the staff member and times for the bookings. In the diary members of staff that are available for bookings will have times allocated under their names. These allocation need to be set before hand (see manage allocations section of this manual) Use the separate appointments tick box if required.
Once you have made your selections click finish
Note: the number of minutes allocated to an appointment can be set in the Control Panel under Modify a Branch.
For example appointment minimum time 60 minutes Time for each appointment, if more than 1 property is selected, 15 minutes.
This will allow four 15 minute appointments in the 60 minute period selected.
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Book a Viewing with existing tenants
To begin the process of booking a viewing with an existing tenant, refer to Book Viewing. Click on the Select an Applicant ‘Go’ button. You will then need to select the property(s) to view and staff member appointed.
View Property Appointments
By selecting View Property Appointments and searching for a property you will be able to see all appointments associated with that property. If you were to click on the edit button you will open the original appointment and check on all aspects of that appointment including feedback. If there is no feedback to report it is worth entering None recorded, this will show on the appointment details then there is no need to open the feedback page. All appointments with their relevant information can be printed out using the Print button next to the Log Off button.
View Persons Appointments
To view a person’s appointments the first step would be to search for that person on the system tick the box next to their name and click next. Filter what period you want to investigate and you will have displayed a list of appointments that this person has had. By clicking on the edit button you will open the appointment and be able to see details of the appointment. Any cancelled appointments will appear crossed out. All appointments with their relevant information can be printed out using the Print button next to the Log Off button.
This section is also quick way to check on feedback
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Manage Appointment Allocations View Allocations
Selecting Appointment Allocations Tab you will see a diary type view with the allocated times on certain staff. By moving your mouse over the allocated time an allocation type box will be seen showing times allocated and the allocated type. Clicking on the allocations will allow you to view all details.
By clicking on a Staff members name or opening the Add Allocation Tab will allow adding and editing of allocations.
Add Appointment Allocations Add Allocations allows you to set Allocations for Staff to a given date in the future. These allocations will show up on the diary and are generally used in Book a Viewing; however you can use them to annotate times against staff members for other appointment types.
Select the staff member.
Set Appoint Type Set Daily hours available Select Dates
Click Add
The allocations that have now been set will show next to the staff members name in the Diary.
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Clear Allocations
Select the Clear Allocations Tab in order to remove all or some allocations to a member of staff. By clicking on the Clear Allocations Tab you will be presented with a screen that enables you to set what dates and what type of allocations you need to clear and Click the Select button
When the Select button has been activated step two text will change to “Allocation will be removed”
Click on the Remove button and a conformation will appear click OK if you want to continue and delete the selected allocations then finally click finish.
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