Software Support Manual
Property Management
For use in Training only
Not to be removed from Training Room
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Supplementary to this manual it is advised that you regularly check the LetMC website for any new software releases/updates, particularly if you encounter something new on the system. These releases/updates can be found by going to:
www.letmc.com selecting the Client Support Tab, clicking on Developer Info and following the update links.
You can also obtain a copy of the latest versions of this manual and the Accounting manual from the website by going to the Client support Tab and clicking on Training Manual, select which part you require, which will come up as a pdf file, then either print a copy or save it to your pc.
Mini Guides are also available. These guides are short guides if you just need information on a certain part of the software. Go to Client Support Tab/Training Manuals/Mini Guides.
Other printable information on stages of the software can be found in Client Support/Support Search/Search A-Z, the links will open specific sections of help and help documents to print or save.
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Support and Help ... 9
Website Help ... 9
Manuals available for download from www.letmc.com ... 9
Other help guides ... 10
Software updates ... 10
Client Suggestions... 10
SOAP Interface ... 10
Login to LetMC.com ... 11
Software internet address: ... 11
Navigation of the Software ... 12
Section Tabs ... 12
Quick Bar ... 12
Tenant Quick View ... 14
Tenancy Quick View... 14
Landlord Quick View ... 15
Action Buttons ... 16
Help and Print Buttons ... 16
Office ... 17
InTray ... 17
In Tray Tasks... 17
Work Items ... 17
Opening InTray Tasks ... 18
Completed InTray Tasks ... 18
Assigning Work Items ... 19
Email, Email to Tenancy, SMS text and SMS Text to Tenancy Buttons ... 20
E-Mail ... 20 Email to Tenancy ... 20 SMS Text ... 21 SMS to Tenancy. ... 21 Manage Reminders ... 22 Set Up a reminder ... 22 Deleting reminders ... 22 Editing Reminders ... 23
Manage People Notes ... 24
View All Notes (Notes, Letters Texts and Emails) ... 24
Add Note Validation ... 25
Manage Text ... 25
Reply to Text ... 25
Forward Text Message ... 25
View Tenancy Notes ... 26
Landlord Notes ... 26
Tenants Notes ... 26
Applicant Notes ... 26
Maintenance and Keys ... 27
Add Comment ... 27
Diary ... 28
View Diary ... 28
Print Day Diary ... 28
Adding an Appointment ... 29
Book Viewing... 32
Creating a New Applicant ... 32
Book a Viewing with existing tenants ... 36
View Property Appointments... 36
View Persons Appointments ... 36
Manage Appointment Allocations ... 37
Add Appointment Allocations ... 37
Clear Allocations ... 38
Post Bag ... 39
Letter Writer ... 39
Creating a Custom letter Template ... 39
Creating the Custom Letter text ... 40
Ad Hoc Letter ... 41
Creating a Custom letter using a template ... 41
Authorise Letters ... 42
Letters to Post ... 43
View Past Letters ... 44
Resending Letters ... 45
Marketing ... 46
Printing ... 46
Properties to rent list ... 46
Advertising Let Agreed Properties. ... 47
Advertising Signed Tenancies ... 47
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Property Window display ... 49
Email Rental List ... 50
Applicants ... 51
Book Viewing Appointment ... 51
Creating a New Applicant ... 51
Create Applicant from Tenant ... 53
Modify Applicant Card ... 53
Address Search ... 54
Find Address ... 54
Lettings Tools ... 55
Applicants Matching Property ... 55
Applicants Matching Keywords ... 55
Notify Applicants ... 55
Tenancy Marketing Statistics ... 56
Mail Merge Data ... 57
Active Tenants List ... 57
Active Landlords List ... 57
Tenants List ... 57
All People List ... 57
Landlords ... 57
Land Registry ... 58
Why Search Registry? ... 58
Using the functionality ... 58
Search a New Address ... 58
Print Land Registry Search ... 59
Register landlord on the system ... 59
Unlink or Contact New Landlord ... 60
Write a Letter ... 60
Landlord Source and Status ... 61
Managing All Land Registry Searches ... 61
Lettings ... 62
Manage Areas ... 62
-Manage Keys ... 62
Manage Keys by Property ... 62
Office Sets ... 63
Checkout keys to other person ... 63
Booking keys out to your-self ... 64
Tenants Sets ... 64
Manage All Keys. ... 65
Add a Property ... 66
Adding Rooms to a Property ... 66
Uploading Photos ... 67
Add Utilities to a Property ... 67
Confidential Notes ... 67
Add Facilities ... 68
Modify a Property ... 68
View a Property ... 68
Delete a Property ... 68
Instructions and Tenancies ... 69
Create a Landlord Instruction ... 69
Deposit Registration ... 69
Add Utilities to Instruction ... 70
Adding Conditions to Instruction ... 70
Tenancy Special Requirements ... 71
Landlord Management Fees (Tenancy Specific) ... 71
Tenancy Service Type ... 71
Other Landlord Charges ... 71
Setting Interim Inspections ... 71
Tenancy Specific Auto Charges ... 72
Modify Instruction/Tenancy ... 72
Delete an Instruction ... 72
Create a Tenancy from an Instruction ... 73
Set Tenancy Start, Fixed and End Dates ... 73
Add or Remove Tenants to Agreement ... 74
Adding Tenants to agreement ... 74
Referencing ... 76
Payment Schedule ... 76
Print or Post Tenancy Agreement ... 77
Sign Tenancy ... 78
Options in Modify Instruction Tenancy after signing ... 78
Default Rent Payment Schedules ... 79
Rent Schedules Set Up Automatically. ... 79
Managing Tenancy Notices ... 80
Extending Tenancies ... 84
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Switch on the Functionality ... 85
Set Up Proposal ... 86
Begin Proposal ... 87
Managing Tenancy Extensions ... 90
Renew Existing Tenancy ... 91
Closing a Tenancy ... 93
Delete an Instruction ... 94
Head Tenant ... 95
Multiple Occupancy Tenancies With Head Tenant ... 97
Tenants ... 98
View Tenant Details ... 98
Modify Tenants Details ... 99
View Tenant statement ... 100
Rent Book (N.I.Only) ... 101
Information Shown on the Rent Book ... 102
Multi Branch Letting Agents ... 102
Telephone numbers Shown on Rent Book ... 102
Landlords ... 103
Create a Landlord ... 103
Landlord properties ... 106
Guaranteed Rent ... 107
Introduction ... 107
Activate Guaranteed Rent ... 107
Setting the Landlord Charge for the Guaranteed Rent Service. ... 107
How the System Makes a Guaranteed Rent Payment. ... 108
Find Tenants Rent covered by Guaranteed Rent? ... 108
What Happens when Tenant Pays Rent ... 108
Covering Guaranteed Rent Payments ... 108
Guaranteed Rent Balances Report. ... 108
View Landlord Details ... 109
Modify Landlord Details ... 109
Multiple Landlord Property Ownership ... 109
Linking a landlord to a property ... 110
Set Up Property Owners... 110
Zero Financial Share ... 111
Main Contact ... 111
Owned From Date ... 112
Change of Property Ownership ... 112
Two Individuals on One Landlord Record ... 114
Delete a Landlord ... 114
View a Landlord Statement ... 115
Send Management Report ... 115
Send Self Assessment Tax Report ... 116
Inventories and Inspections ... 117
Opening Inventory ... 117
Upload Existing Inventory ... 118
Sample Opening Inventory Letters ... 119
Interim Inspections ... 120
Recording an Interim Inspection ... 120
Sample Interim Inspection letters ... 123
Closing Inspection ... 124
Sample Closing Inspection Letters ... 125
Meter Readings ... 126
Sample Letters to Utilities ... 127
Closing the tenancy ... 128
Referencing Introduction ... 129
How to Access functionality ... 130
Marketing Section ... 130
Maintenance Section ... 130
Further Functionality within the Referencing section ... 130
Q & A ... 131
Individuals Reference Notes and Documents ... 132
Tenancy Reference Notes & Documents ... 133
Credit Checking ... 134
Referencing an Applicant ... 134
Credit Information Provided. ... 135
Referencing a Landlord ... 136
Credit Check an Individual ... 136
Credit Check a Tenancy ... 137
Referencing a Contractor ... 137
Manage all Credit Checks ... 138
Not Yet Credit Checked ... 138
Equifax Settings ... 139
Maintenance ... 140
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Create a Contractor ... 140
View Contractors Details ... 141
Modify Contractors Details ... 141
Delete a Contractor ... 142
Maintenance Jobs ... 142
Add a Job ... 142
Printing Job Sheets ... 143
Manage All Jobs ... 144
Set Next Action Date ... 145
Manage Jobs by Property ... 145
Manage Jobs by Contractor ... 145
Maintenance Certificates ... 146
Manage Certificates by Property ... 146
Add a Certificate ... 146
Certificate Responsibility ... 147
Manage Certificate by Property ... 148
Certificate Status Change... 148
Manage All Certificates ... 148
Printing Certificate report ... 149
Energy Performance Certificate ... 150
Process of Ordering an EPC Certificate ... 150
Upload an EPC Certificate ... 151
Marketing Output that includes EPC Values. ... 151
Setting days before due date for certificates ... 152
Maintenance Preferences ... 153
Maintenance Deductions ... 154
Examples of expenses which are allowable for NRL ... 156
Some expenses which are not allowable expenses ... 156
Control Panel ... 157 My Account ... 157 Change Password ... 157 Company Settings ... 157 Lettings ... 158 Accounting ... 158 Sales Accounts ... 158 Staff ... 159
Create a staff Member ... 159
View a Staff Member ... 159
Modify a Staff Member ... 159
Staff Job Details ... 160
Security Details ... 160
Upload a Staff Signature ... 160
Delete a Staff Member ... 160
Reset Staff Password ... 160
(Administrators only) ... 160
Branches ... 161
Branch details ... 161
Opening hours... 161
Internet advertising and up-loaders ... 162
Branch trading account ... 162
Object Types ... 163
Tenancy Service Types ... 163
Bond/Deposit ... 163
Utility Letters ... 164
Auto Charging on service types ... 164
Tenancy Agreement Types ... 164
Tenancy Cancel Types ... 165
Tenancy Special Requirements ... 165
Facility Types ... 165
Inventory Item Types ... 165
Contractor Types ... 166
Certificate Types ... 166
Appointment Types ... 166
Recommended Tenant Contact Details ... 166
Applicant Source Types ... 167
Applicant Status Types ... 167
Tenant Account Status Types ... 167
Tenant Chase Methods ... 167
Reports ... 168
Sales Reports ... 170
Branch Sales Net ... 170
Diary Appointments ... 170
Applicant Tenants Created ... 171
Sales Activity Overview ... 171
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Advertised Tenancy Pipeline ... 173
Let Agreed Tenancy Pipeline ... 173
Lettings Reports... 174
Rent Collected ... 174
NRL Landlords ... 174
Gas at Property ... 175
Inspections Becoming Due ... 175
Inventories Not Signed ... 175
Vacant Properties ... 176
Deposit management report ... 176
Landlord Management Fees % ... 176
Tenancy Reports ... 177
Tenancies Starting... 177
Tenancies ending ... 177
Tenancies in Let Agreed Stage ... 177
All Active Tenancies ... 178
Tenancies No End Date... 178
Tenancies Ended ... 178
Advertised Properties ... 179
Tenancies with Special Conditions ... 179
TDS Uploads ... 180
Audit Reports ... 183
Security Audit Reports ... 183
Tenancy Audit Reports ... 184
Tenancy Sales Report ... 184
Recommended Daily Checks ... 186
Recommended Weekly Checks ... 187
Client Colleague Login ... 190
Client Staff Login ... 191
Client Manager Login ... 193
Client Finance Login ... 196
Client Administrator Login ... 199
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Support and Help
Access to the support team for users of LetMC.com by Telephone, Skype and email
: 02920 367 960 Skype: letmc.support. Email: [email protected].
If you are unsure about anything you are going to do on the system, phone support, it is better to phone than to continue and make a mistake. Some mistakes will need to be reversed and may require re-entering the information or making accountancy corrections.
We strongly recommend that you make full use of the support line for the first 3 months
Website Help
Logon to www.letmc.com to access the latest issue of training manuals and help files. Information available:
Training Manuals Training Guides Software Updates
Select the client Support tab and then select Training Manuals
Manuals available for download from www.letmc.com
Property Management Accounts
Bank Reconciliation
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Other help guides
Below the training manual links there is a link titled Mini Guides. Opening this section will give you access to a breakdown of the main manuals. These mini guides are just a few pages long and will allow you to download help for specific parts of the software.
Software updates
When logging on to the system and you find that part of the software is looking different then there has probably been a software update. Whilst every effort is made to keep the training manuals up to date the software release may be enabled prior to manual updating. It is worth checking the updates page to find out what functionality has been amended or added. The update page can be accessed by selecting Client Support, Developer Info then clicking on “view details”. A review of planned future updates can also be accessed from here.
Client Suggestions
All suggestions for improvements to the software are always welcome from clients. If you have any suggestions that you would like to see incorporated in the software click on planned future updates when in Developer Info and use the email address provided and send us your ideas to [email protected]
SOAP Interface
If you have an existing property website and wish to query our system for available properties, we offer your developers a SOAP interface (Simple Object Access Protocol). Using this you can include property list functionality into your website by communicating with the SOAP service to receive the very latest property data from the LetMC system.
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Login to LetMC.com
Access to the software only requires an internet connection and access to an internet browser. You can access the software from work, home or indeed any location with internet access.
Software internet address:
http://home.letmc.com for direct access.
http://www.letmc.com and select the login tab.
Once on the main login page, enter your login name and password. For example ‘jamie.amos-training’ and ‘jamosP01’
When choosing a password use a mixture of lower case, upper case and numbers
When you have successfully logged on to the system you will see that your logon name will be shown.
You must always be aware that the system will not auto shut off and you will be logged on to the system until you log yourself out. Also just by closing the browser you will not necessarily be logged out.
“ALWAYS REMEMBER TO LOG OFF WHEN YOU LEAVE YOUR WORKSTATION”
There are 5 security levels for access to the system, these are:
Colleague Staff Manager Finance Administrator
These can be changed by going to the Control Panel and changing the access level of a login (‘modify a staff member’).
Log on to: http://home.letmc.com
To create a new login select Control Panel >> Create a Staff Member (Managers &
Administrators Only)
To change your password select Control Panel >> Change Password See charts at end of manual for Level access
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Navigation of the Software
Section Tabs
These tabs allow you to navigate between the different sections (departments) of the software. What you see in the menus will depend on your logon level, particularly in the accounting section.
If you prefer you can click on compact in the top right of the software to change the view. This will remove the Navigator to return to the full view click “Normal”.
Normal View Compact View
Quick Bar
The first selection box on the Quick Bar is ‘Reference’. With every property, tenant, landlord and item of paperwork created, the system creates a unique reference for each.
If you know the reference you can find the following information:
Properties: prop-NNN
Landlords: lan-NNN
Tenants: ten-NNN
Contractors: con-NNN
Instructions and Tenancies: inst-NNN
Maintenance Jobs: job-NNN
Invoices inv-NNN
Posted Documents: post-NNN
Financial Transactions tran-NNN
Receipts for Payments rec-NNN (where NNN is the transaction number found in the persons account)
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Any documents that have been posted, including Tenancy Agreements, Invoices, Inventories and Section 21 Notices are given a post reference. This is particularly useful if you have a phone call from a Landlord/Tenant/Contractor querying a document that you have sent. The letter or email will have the reference printed at the top of the page.
By typing the reference in the Reference box, where NNN is the number generated for the document, and clicking on the magnifying glass, the information will be downloaded as a pdf document.
E.G. calling back a post reference document:
The example reference number entered is for a Management Report;
The ‘Quick View’ drop down box will show information on Tenancies, Landlords, Tenants,
Contractors and Properties to Rent that you are currently advertising. The properties to rent quick view will display quick views for: Instructions, Utilities,Terms/Availability, Rooms and Photos.
Select which quick view you require from the drop down menu and click the Go button. On each selection you will need to use the search criteria for the selection made.
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Tenant Quick View
Selecting Tenant quick view and searching for the Tenant required you will be able to readily access all aspects of the tenants’ details.
Pre Tenancy address Contact details Management details Finance Details Notes
Tenancy Quick View
At the bottom of the Tenants quick view you will be able to access the Tenancy details.
Click on the magnifying glass and you will open the tenancy quick view
Property Details Landlord Details Instruction Rent Keys Tenancy Notes Tenancy Tenants
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Landlord Quick View
At the top of the Tenancy quick view you can access the Landlord quick view. Click on the Landlord magnifying glass to call up the landlord quick view, this will display;
Contact details Management details Finance Details Notes
Properties owned
Using these quick views as described above will allow you to open all details of the Tenancy Tenant and Landlord. This will prove particularly useful when talking on the phone to a tenant or landlord. Other quick views available to you are: - Contractors and Properties to Rent
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Action Buttons
Actions: The ‘Actions’ section will display
buttons needed when carrying out various functions within the system.
Always remember when entering information onto the system to close and complete the information input you must click the finish button. If you are in the middle of a process and do not click finish, the information will not be saved.
ALWAYS CLICK THE ‘FINISH’ BUTTON TO SAVE DATA Help and Print Buttons
Extra Buttons: On certain pages the ‘Help’ and ‘Print’ button will appear (located top right). The help section will always be specific to the screen you are viewing. By clicking the help button you will be taken to that specific help page, limited help will be available, click finish in the actions box to return to your original page. The Print button will be displayed at various points in the software; this can be used for printing out what is displayed on the screen e.g. a contractor job sheet. These printouts will either be in pdf or Excel spreadsheet format.
The navigation route description (top left) will show you where you are in the system, useful if you are on the phone to LetMC support as they will be able to go to where you are in the system and provide help quicker.
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Office
The ‘Office’ section of LetMC.com contains:
InTray
Diary
Reminders
Notes
Post Bag
The ‘office’ section brings together the daily actions, management and paperwork of the branch, and allows users to quickly navigate to reminded items. Think of this as your ‘Daily To Do List’
InTray
Once in the InTray you can carry out different tasks.
In Tray Tasks
Incoming Work Items Gas safeties due
Reminders
Tenancies starting & ending
Inspections due
Online Applicants
Landlord Login Requests
Text Messages/emails Received
Facilities Email
Email to Tenancies
Text To Tenancies
Text to groups
Assigning items to staff
Filtering of list
Work Items
Using the Branch/Staff Drop Down Menu select the Branch or staff member you want to look at, the list will show items assigned to the selected staff member. The other drop down option shows the time span that you want to cover. The tick boxes will allow filtering only for what is required to be seen. The filter boxes for Tenancy Notices and Interim Inspections if not available can be activated by calling LetMC support. Jobs looked at but not complete will show with a
blue background, jobs not looked at are shown in red. Adjacent to each task there will be an icon to indicate where the task has originated. By selecting the check box next to the item, clicking complete, the job will be removed from the list.
Reminder
Appointment Reminder Text Message Received
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Opening InTray Tasks
By clicking on the Task title you will open a screen showing the details of the job. In here you are able to add more detail to the job, there is also a complete button to finish the job. (The main screen also has a complete button). Clicking on the Notes tab will allow you to add any notes to the job and the documents tab will allow the uploading of a certificate into the system. The Add Maintenance Job will be covered in more depth in the Maintenance section of this manual.
Completed InTray Tasks
By un-ticking the ‘Only Incomplete Items’ tick box, you will be able to view all past completed jobs. These will be shown in white
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Assigning Work Items
Some work items that appear in the InTray will not be assigned to staff members. These are tasks that are generated within the software, for example certificates and inspections
Any unassigned jobs which will be initially be assigned to “All Staff”, only Manager Level or above can assign these tasks to another staff member.
To assign these tasks the box next to it should be ticked, staff member chosen from the drop down list at the bottom of the InTray then the assign button should be clicked, and that staff member now has ownership of the job.
If you want Certificates Inspections and Tenancy Notices to be automatically assigned to a staff members call LetMC Support to facilitate.
To complete multiple work items or messages tick the box next to each work item and click the ‘Complete’ button situated in the footer of the InTray.
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Email, Email to Tenancy, SMS text and SMS Text to Tenancy
Buttons
A basic electronic mail system is provided where you can send emails to landlords, tenants etc., you will also be able to attach documents if required. It is recommended that all email connected with your business is carried out using this email facility as it will all be held on the system and easily retrievable through the note section.
Clicking on the email button will open the mail facility; your email address will automatically be entered as the sender of the email. By clicking on the search buttons you can search the system for recipients. Add further recipients in CC and BCC. Browse for any attachments that you want to send. Enter a subject of the email (mandatory) then type in the main body of your message, when finished click ok and the email will be sent automatically.
(E-Mails sent into the LetMC system from an email or text number recorded on a staff member will identify the staff member in Office InTray).
Email to Tenancy
If you need to send an email to all tenants at multiple occupancy property select the option of email to tenancy. By clicking on the send button you will be required to search for the property.
With the tenancy selected you will be able to choose how many of the tenants you want to send to and the option to send to the landlord is also available. Once you have selected your recipients click on next
Add any attachments required type in the subject then the main body of the email. When complete the email will be sent on clicking finish.
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SMS Text
(Only available if Text number supplied by LetMC)
Text messages are more and more popular with businesses to enable important information to be sent to a client quickly. Everyone picks up a text message no matter what it is. This message will show details that it is from your business as well as the main body of the message.
When you click on the SMS button you will see the NEW SMS MESSAGE screen. Your sending number has already been placed in the “from” field. To enter a recipient click on the search button and you will be able to search for someone in the system. Finally enter the message you want to send, this should be no longer than 160 characters. When complete click on ok to send the message. To check on all emails that you have sent, go to view people’s notes and look for your notes as a staff member. Any replies to a text message will appear in the InTray and if the incoming text number is recognised as a person registered on the system it will display their details.
SMS to Tenancy.
This text message will be sent to all tenants of a property. Selecting a property will add all tenants and landlord (optional choice), that are registered as text contactable, to a group message.
SMS to Tenancy Step 1
When selecting the text to tenancy option you will need to search for the property first; when you have located the property click next. On the following message screen the source will be pre-filled with the company details. Enter the message for all tenants and click next.
On the recipient screen the system will have added all the tenants of the property selected in step 1. Click finish to send the message. At this stage you also have the option to add the landlord.
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Manage Reminders
Set Up a reminder
(1) Enter the time and date of the reminder
(2) Select recurrence (3) Select staff member
(4) Enter details of the reminder (5) Click the add button
The reminder will appear in the Reminders Set Up list and also in the In Tray when due.
Deleting reminders
To delete a reminder, click on the delete button next to the reminder.
If the reminder cannot be deleted you will see a message and reason for non-deletion. If you want to stop the reminder open it up using the edit key and reset the occurrence to “Remind Only Once”. This will put the reminder into your InTray once more and then it will stop.
If the reminder has not been scheduled then a confirmation box will appear asking if you are sure you want to delete the reminder. Click on OK and the reminder will be removed.
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Editing Reminders
Select the edit button to enter the editing screen.
From here you can change:
Time and date
Frequency
Staff member
And Content
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Manage People Notes
Enter the Name and User Type for the person you require and tick the box next to their name. Click Next and in the following screen you will have the option to add notes to that person and view their notes from the filters that you set. You can use the edit button to view the Notes, Letters Texts or Emails.
Each Note will display an Icon as to the type of Communication.
Text Message Notes and Letters
Emails Letters
When selecting the manage peoples Notes Emails and Letters
If you have selected a Note, Email or letter to view you will be shown User name, date raised, who created the note and content.
View All Notes (Notes, Letters Texts and Emails)
Select the timescale for the period of notes that you wish to view (filter 1, 2 or 3 days from a specific date) Use the tick boxes to further filter your choices as to what type of notes you wish to view. To view full details of the note, click on the edit button. To manage these Notes, Emails, Texts or letters carry out the procedure as in Manage Peoples Notes.
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Add Note Validation
If you enter narrative into a notes box but don’t click Add to save the note, on clicking
Finish a message stating ‘Please click Add to
save the note or clear the note box content’ is shown. This affects the following Views: Office>Manage People Notes
Maintenance>Maintenance Job Maintenance>Certificate
Lettings>Inventory and Inspections>Deposit Management Quick View Landlord
Manage Text
Click on the edit button to call up the text message. Calling up the text message will show
you details of when the message was received, who it is from, a list of the person it was sent to and a copy of the message.
Reply to Text
To reply to the text message, click on the reply button.
In the message box enter your reply message (up to 160 characters) and click ok then finish on the action buttons to send the text.
Forward Text Message
To forward the text message to some-one else, click on the forward button.
Use the search button if the recipient’s number is entered on the LetMC system, select the person and their number will be entered into the “To” field. (You can add as many recipients as you wish). Enter a message, on the action buttons click ok then finish.
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View Tenancy Notes
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.
Page | 28 Issue 5.3
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.
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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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Book Viewing
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
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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
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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.
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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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Post Bag
Letter Writer
Creating a Custom letter Template
To access setting up of template letters go to Control Panel – Object Types – Custom Letter Templates.
Select the type of letter that you want to create from the drop down menu.
Type in what you want to call this letter and click on the Add button.
You will now see that the letter has been added to the Existing Template Letters list. At this point if you do not want the letter you can delete it, however once it has been used you will not be able to delete it.
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Creating the Custom Letter text
Once you have clicked on the Edit button you will see the screen as illustrated below.
At the bottom of the screen there are drop down menus. These menus contain various tags that you can use in your letter. When a tag has been selected you must click on the insert button to add it into the letter. Always be aware the tag will insert wherever your curser is.
Completed template letter with data tags inserted.
Once you have completed your letter click on the preview button to display your letter showing all header and footer information
Finally click on the finish action button to save your letter on the system. You will be returned to the custom letter list where now you will need to click the finish action button again.
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Ad Hoc Letter
In this first part of Letter Writer we will look at a personal letter to someone registered on the system. Go to Office/Postbag/Write a letter or the on the quick view of Landlord tenant and contractor.
When you have selected Letter Writer you will need to search the system for the person you want to write to.
Having located the person with your search, tick the box next to the name and click next on the action buttons. This opens up the letter writer page, as this is a personal letter there is no need to select a template. Select the address you want the letter to go to (as shown in the graphic below) then type your letter in the space provided. There is no requirement to add any address at this stage as this will be automatically added.
When you have finished your letter, click on the finish action button. The letter will now be sent to ‘Authorise Letters’ in the postbag.
Creating a Custom letter using a template
As in the personal letter guide, search for the person on the system that you are writing to. When you click next on the action buttons you are again brought into the letter wring screen.
This time you should select the template that you are going to use, then select the address to send to. Templates available will be dependent on which person type you are sending the letter to.
Using the template now on your screen you can either send it as it is or customise it, then upon clicking finish on the action buttons the letter will go to the ‘Authorise’ section of the postbag.
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Authorise Letters
Home/Office/Post Bag/Authorise Letters
The post bag is the central point of the software. All terms of business, tenancy agreements, invoices, inventories, certificate chase letters, rent chase letters, etc. go here so they can be authorised and then printed in one go.
In the Office Menu select Post Bag then Authorise Letters and you will be directed to all letters that require authorising prior to posting. Once again, as with other screens already encountered, you can filter your options as to what branch and by what User. You may check any letter by clicking on it to open (you will need a pdf reader for this). Once satisfied with the letter you can now click the
Authorise Posting button. This sends the letter(s) to the Letters to Post section. If the letter is not to
be sent then select the letter and click on Skip this letter(s) will now go to the Past letters section. Once Emails have been authorised they will be sent immediately and can then be seen in view past letters.
Each letter's title includes a short description of whether it is to be sent by post or email. Status shows Awaiting authorisation, Created by will either show a system process or a user, Due to Post Indicates the date on which the letter should be posted (normally the date the letter was generated). To view a letter click it’s Title in the list. You will be given the option to Open or Save the letter. If you open the letter you can then go on to print it out. If you cannot see the letter you want click a page number in the bottom of the list to change page.
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Letters to Post
Home/Office/Post Bag/Letters to Post
Use this option to view and print authorised letters that need posting or emailing, and record them as posted. Multiple letters may be selected to be printed and posted in a single batch.
Use the Filter Letters Branch drop down menu if the Company has more than one branch. Default settings will show the branch that you are a Staff Member. Select method of posting from the tabs as to whether plain paper or headed paper is to be used.
To print one or more letters in one go tick the box next to each letter to be printed. When you have selected the letters to be printed, click Print to Post at the bottom of the list. The system will generate a single PDF file containing all of the letters you selected this can now be printed.
Multiple printing of letters using headed paper is not recommended as you may be spending a lot of time setting up where your headed paper has to sit in the printer for each letter.
When you have printed letters and prepared them for post, you should mark them as posted. Tick the box next to each letter that has been posted and click Mark as Posted. The letter will disappear from the list and will appear on the View Past Letters page.
Printing Letters
Plain Paper
Headed Paper
Invoices
Landlord Management Report
Landlord Self Assessment Tax Letter
Landlord Management Report
Property list to Applicant
Utility letters
Inspection Letters
Tenancy Agreement
Section 21 Notice
Landlord Instruction
Inventory Letters
Rent Chase Letters
Arrange Access letter
Certificate Chase letter
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View Past Letters
Home/Office/Post Bag/View Past Letters
Use this option to view and re-send letters and emails already posted and letters that were 'skipped' at the Authorise Letters stage.
Filter Letters by Status and click Search. If a different date range is required use the calendar icon to change the date
Each letter's title includes whether the letter was sent or skipped and a short description of the nature of the letter. Authorised Time indicates the date and time on which the letter was authorised or skipped. Authorised By indicates the staff member that posted or skipped the letter in Authorise
Letters.
To view a letter, click the Title in the list. You will be given the option to Open or Save the letter. If the letter requires resending, tick the box next to the letter to be re-sent and click Re-send at the bottom of the list. The letter will then return to the Authorise Letters page for authorising to be sent in the usual way. When sent the letter will be dated on the new date authorised.
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Resending Letters
If you have a reference:
All letters sent from LetMC have a reference number. If you know the number of the letter you want to resend you just simply type it in the Reference box under Quick Bar and click go. A reference number is shown as “post-123” or similar.
With the reference number entered into the reference field click on the magnifying glass adjacent. This will bring up the letter you want to re-send. You can now print this out and post as normal. The letter will be produced as original with no date changes.
If you do not have a reference:
If you don’t have a reference for the letter you want to re-send you will be able to find it in the office section under “View Past Letters”, you can now filter the dates to when the letter was authorised and once you have located it you can resend it to the post-bag "Authorise Letters" to later be printed and sent off.
Resent letters will be subject to re-authorisation, this means that they will now go back to the Authorise Letters stage. The letter will now be sent with the current date applied
Alternatively you can search for the person that you sent the letter to originally, in Manage Peoples Notes, in their notes you should be able to locate the letter. Once you have located the letter, you will have the time and date it was sent, make a note of these details and go to view past Letters and resend. If it was an email you would just click on the edit button and forward it on.
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Marketing
Printing
Properties to rent list
In the Property Criteria and Rent and Term Criteria boxes set what is required from the properties that you want to display on your list. A marketing message stating ‘Managed By Company Marketing Name’ can be added to the Properties to Rent list. This can be enabled on request to LetMC Support staff, who will then amend the settings.
Select:
Maximum amount of properties to be listed Style that you want the list to be produced in Whether header is to be shown or not
Then click on the Generate Property List button When the list has
been generated in pdf format you will able to print it print it
It is possible to display a company logo image in Marketing>Printing>Properties to Rent List print job. This functionality can be enabled by LetMC client support staff at the request of client companies.
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Advertising Let Agreed Properties.
Properties which have entered the ‘Let Agreed’ stage (tenant has paid the deposit to Let the property, but has not yet signed a tenancy agreement) can still be included in the advertised properties.
An ‘Advertise Let Agreed’ tick box is available within
‘Control Panel>Modify Branch’ in the ‘Advertise Let Agreed Tenancies’ section (by default the tick box is set to false, to have this function enabled call LetMC Client Support).
When the box is ticked it will allow the any ‘Let Agreed’ properties to be advertised on portal websites (Rightmove etc). They will also be included in ‘Marketing > Printing > Properties to Rent List’ and a brochure can also be printed.
Advertising Signed Tenancies
When you need to advertise a property that is coming up to its end date, you will need to raise a new Instruction on it and take it to the advertise stage.
Although you will receive a reminder in the in tray about tenancies ending (one week before the event) you should check on the Tenancies Ending report in Reports/Tenancy Reports/Tenancies Ending.
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Property Brochure
When preparing a Property Brochure you will need to select the correct property. You can only produce a brochure if the property is being advertised. When you have selected the property click on next
Select whether or not you want property number displayed, you may require this if you are giving this to an applicant who is meeting you at a viewing. Click on print. You will now get a two page brochure on the selected property with in-depth details and description.
The Property Brochure orders the rooms by the floor first then alphabetically per floor.
The quality of the main photo displayed will be improved if the Letting Agent has Compress Photos switched off in ‘Modify Company Details’. This increases the size of the Property Brochure from 85KB to 150KB.
The Compress Photos option should only be switched off if the internet connection to the Letting Agent’s office is of adequate capacity. Call LetMC support.
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Property Window display
When clicking on Property Window Display you will be taken to the standard search criteria screen, Enter the criteria for the property that you need to produce a window display for and click the next action button
Click on the Print Button to generate your window display
The Property Window Display will automatically update to ‘Available Now’ if the available date is in the past. The window display will display ‘Available Now’ instead of the date. This is so that properties which have been available to let for some time do not appear as “old stock”.
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Email Rental List
If you want to send all your advertised properties to the local newspaper the email Rental List should be used. This will take all descriptive details and photographs of the property, insert it into an email which you can then send to local media outlets.
In the marketing section select Email Rental The options you have for the properties that you wish to send to the media;
Drop down menu to select number of bedrooms.
Tick boxes then to select the properties you are going to send
Click the Add button when you have made your choices.
At the bottom of the current screen you will see a list of selected properties complete with picture and details. These are now ready to be sent. Click next to continue.
On the following screen you will see an outline of the email message to be sent. You should now enter the email address of the paper you want to send to; add any CC or BCC.
The pictures are already added but if you need to you can add more by browsing for new attachments. When complete click finish, the email will be sent automatically.
The properties appear in the email in the same order as they are selected.
The email includes:-
Property address number (optional) Address line 1,
Property area,
Landlord Instruction Reference e.g. inst-123, Property description,
Number of bedrooms and property type, Advertised rent amount,
Available from date,
The Branch marketing the property, The main photo is attached to the email.
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Applicants
Book Viewing Appointment
This is covered in the Diary Section
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. Opt out of General Marketing removes the applicants name from the mail merge list
Notification
Select how the applicant wants to be notified of any available properties. The activation date runs for 60 days on adding the details. Applicants will only be notified once per day by text, once per week by email and once per week by letter
Finally add any notes that you need.
Notify Automatically of New Properties
When a new applicant is entered onto the system the auto notification is made active by default for 60 days. This period can be changed to suit your needs, call LetMC support for assistance.
There are then three methods of auto notification: Notify by Text
Notify by Email Notify by Post
Notify by Text
With Notify by Text selected (this is selected by default) you must ensure that you have entered a mobile number in the applicants' details.
Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. These text messages are set to be sent once a day (maximum). This means that if in one day two properties are moved to advertised, they will only get a text for the first one (to avoid spamming).
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Notify by Email
The Notify by Email method requires a valid Email address to be entered in the applicants' details. Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. These Emails will be sent to the applicant a maximum of once a week (to avoid spamming). The applicant will get an email on the second week if a property is moved to ‘advertised’ in that week. In the second week, if no property is moved to ‘advertised’ then no email will be sent.
Notify by Post
Notify by Post requires you to enter the applicants address in their details.
Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. Notifications by post are sent a maximum of once a week (to avoid spamming). The applicant will get a letter on the second week if a property is moved to ‘advertised’ in that week. In the second week, if no property is moved to ‘advertised’ then no letter will be sent.
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 (Student Let), 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 search by Keyword function.
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 criteria entered will be used in the property matching process.
Step 3 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 and will also remove it from the list.
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Step 4 Send Details
The send details tab will check how you want any notifications sent to the applicant or if you just needed to call up a matching property list. If you need to amend criteria before clicking the Go button, go back to the details tab.
Step 5 Notes
Enter any notes on the applicant that you need to record on the system. You can also call back any previous notes. These notes will be found in Tenancy notes if the applicant takes a property.
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
Create Applicant from Tenant
This process is similar to that of creating a new applicant. This time you will need to search for the tenant that you want to add as an applicant.
If you have a tenant that is now nearing the end of their current tenancy and they wish to seek another property you can easily transfer their existing details. Select Applicants and Add Applicant from Tenant, complete the search criteria for the tenant you are looking for tick the check box next to the tenants name then click next. You will now see that their details have now been added to the applicants details screen, check and update the tenants’ details as necessary. You may notice that the Notes Tab for this transferred tenant will now show as Confidential Notes. Click Finish to add as an applicant.
Modify Applicant Card
Selecting Modify Applicant Card from the menu will open the search criteria screen. Complete the details of the applicant that you require to modify and click next. When you are satisfied that you can see the applicant you want to edit tick the box next to their name, click Next. You will now be able to go through all the screens as in Add an applicant to make any changes.
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Address Search Find Address
Wherever you enter addresses in LetMC a "Find Address" button can be activated. This button initially will be greyed out and not ready for use. Please contact LetMC to turn this on.
Functionality Not Available Functionality Switched on
The button will not show at all if not set in Company Settings
This functionality allows a user to search for the address. Click on the Find Address Go button
Enter the number of the building and the postcode and click the search button
The result shown in the list will be the address of the property. Tick the box next
to the property address and then click the ok action button.
