This guide showcases the features of the new CRM Overview screens.
The Overview screens consist of 2 parts;
A new details screen and milestones indication
A new 'Overview' screen. Giving quick and easy access to key items that are used during the preparation and rental of a lettings property. Through this guide we will look at each section individually and explain its use and benefits.
Alert: Alert! Although there is an Offer feature in the Overview screen we will not cover that due to regulations restricting taking offers on Rental properties. It is left in for clients that do use the feature for other reasons.
Milestones and Page Header
1. The Milestones are the numbered dots at the top of the page header, these will update as the property progresses through the Letting process, illuminating either amber or green. Certain icons will show as amber until complete e.g. Appraisal, once an Appraisal is booked and until the booked date is passed will show amber, once the date is passed the marker turns green.
Hovering the mouse over a milestone will show the date related to that milestone.
There is also the option to Match Applicants, Add journal entry, Create viewing and Add a warning.
2. The left side of the header shows the property detail and has the options to add the property images, set the advertising status and sent the rental amount.
3. The right side of the screen shows the detail for the Landlord and the Tenant.
If there is more than 1 Landlord this will show as (in this case) '+1 more'.
Details for a 'Live' tenancy will show in the Tenants section. If there is a prebooked tenant their detail will show just below in the Tenancies tab.
Overview Screen
4. This is the first screen you will see when accessing a property record, it can be accessed using the 'Overview' menu option in the left menu.
The Overview screen is dynamic, the order of the screen will change as items are updated and increase in priority.
5. On the left side there are 2 options, Recent activity and Checklist
Recent Activity shows all the changes and updates that have happened to this record in CRM. Showing the change, who made the change and what the change was. (This is the current CRM Audit screen)
6. The 'Checklist' screen will show any Property checklists that you have created and the process through those checklists.
Clicking the down arrow will show you the current Checklists and the completion status, clicking onto the checklist name will open the checklist for review and updating.
Instruction Setup
7. We will look at what each of the steps, set out to the right of the screen, will allow you to do.
These steps are dynamic and will move up/down the list as they become a priority, new options may appear. Some items may disappear when they are no longer required.
8. Appraisal. This will allow you to add an appraisal if one isn't already created via the 'Add appraisal' option. Click Add instruction date to add the date you where instructed on the property.
Select the instructed date from the calendar.
9. The Instruction indicator will now be green.
Compliance Checks
10. The next step is "Compliance".
Expanding the Compliance section allows the EPC graph to be generated easily. Click 'Upload/generate' to access the screen to add the EPC.
11. Expand Landlord(s) address check. This will show whether the address check has been done on your landlord.
12. Click the landlord name in the address-check list. This will take you to the Landlord record where you can upload the appropriate documents into the documents folder. If you add both address and identity proof documents at the same time both address check and identity check sections will be completed.
Once done, Confirmed will show instead of Unconfirmed.
Confirm the selected landlord’s address and identity checks.
Prepare for Listing
13. This step allows all of the data to be added to be able to make a property live on the portals. In this section we will show where each option moves to and what can be done.
14. Expand Prepare for listing.
15. Click Set to let.
Open the Advertising status dropdown and select the appropriate option.
16. If you want to make the property available to let, select Yes for To let and choose Available as the advertising status.
n.b. Only do this if at this point you are ready to upload properties to the online portals.
Click Save changes.
Safety Checks Due
17. Any safety checks that are set for the property will show in here if they are due within the next 60 days.
To add a new safety check, click Add safety check. Set the new safety check as you would normally. The new check will show in the Safety checks due screen when due.
Portals
18. If you are uploading the property to the online portals click the arrow to expand the Portals screen. Select the portals as required.
Viewing
19. Any Viewings added to CRM either by the best practice route linked below or from this screen will show here for easy quick visibility. Core Process Simplification - Adding a New Lettings Viewing Appointment – iamproperty
Once a viewing is added it is tracked in this screen, the screen will show how many upcoming appointments there are and how many require feedback, there is also an add feedback option next to the appropriate viewings.
20. Click Add viewing to add a new viewing for the property
Existing or viewings added by different route will also show here.
Inspections
21. Inspections. This screen allows previously set inspections to be viewed and managed, also allows new Inspections to be added. Inspections booked are linked to the Inspections module allowing easy access to complete and create reports.
Maintenance Jobs
Tip: Tip! It is best practice to create maintenance tasks in the Property Management module as there is more functionality than using this route.
22. Maintenance jobs.
This section allows new maintenance jobs to be created and allocated to Contractors and allows you to view the maintenance jobs list for this property.
Clicking the 'View' option will open the Property Management module to allow jobs to be managed efficiently.
