The Letting System Key Features
The Best Bits…
Why Letting Agents Should Choose The Letting System
The Letting System has been designed by a team who do what you do – tried and tested for 2 decades by a busy residential letting agency in the centre of Brighton. The system has developed, progressed and been modified to accommodate multiple changes in legislation. It’s very adaptable to be able to absorb systems you already have in place and we are constantly adding further streamlining options. Property certificates basically run themselves, tenancy reminders tell you what jobs you are doing that day. Management inspections, rent reviews etc. The maintenace section creates a comprehensive journey of that entire issue which is easy to follow. The lettings list integrates with Rightmove and Zoopla and in most cases your own website. It allows you to plough through issues on a live and daily basis, streamlining everything. New feature coming soon – automated check out process when a tenant gives notice. The list of features and advantages are extensive. The difference in this system and others is that it does just what you need, not a lot of gimmicks that you don’t need. We are always open to any changes as well, if we feel a feature will benefit everyone, we’ll build it in. The capacity and versatility of the software means the future is already dealt with.
Tenancy Profile
This will be your most used profile and everything starts from here during your day to day workings. All the tenancy information in one place. As soon as a tenant calls you’ll go straight to the tenancy profile to deal with their call accordingly. Names, numbers, emails, rent, deposit, dates, all to hand. Enter Maintenance issues from here. Or add a Tenancy Note.
Lettings List
Comprehensive Lettings List that consolidates all necessary information in one place, including price, availability, and viewing arrangements, greatly streamlines the process for your negotiators. Photos and video ( as a you tube link ) all here and can easily be linked to your website. When scheduling a viewing, the system shows you all the information from full property address and access arrangements, making it easy for the negotiator to provide the necessary information to the caller, without the need to call them back. Then book them straight into the diary.
Diary
Online diary with individual columns for each person to facilitate easy scheduling and a quick visual reference of each person's availability. Easy to edit or add additional appointments to. When a call comes in, the negotiator can simply click on the appropriate time slot in their column to schedule the viewing. Live diary updates in real-time so that all team members have access to the most up-to-date information about each other's schedules. Easily accessible on mobile devices so you can check who you are meeting whilst you are out and about on appointments or dashing from one viewing to the next.
Maintenance
Let’s face it, a large part of your day is spent dealing with Maintenance Issues. This section of The Letting System is one of the most beneficial time saving components. Easy clear boxes to enter the issue title and details into. You can add photos aswell. Then a clear works order is produced, with all the information in one clear instruction to the contractor. Issue title and detail, access arrangements, tenant contact information. This cuts out those extra calls from contractors calling to ask further details. It’s all there set out clearly for them. The notes box on the maintenance issue allows a running commentary as the issue progresses. Copy emails in from tenants, copy your response back to them, copy the quote in for works needed. Keep a record of the Landlord’s go-ahead. A full record of a broken boiler or a ceiling coming down.
Notes
We can’t highlight enough how important these are and how they will enhance efficiency.
Notes boxes in Maintenance Issues
Allowing a dated and time stamped record of each entry. You can also see which colleague entered the note. This running commentary of phone calls or emails means that anyone can see exactly how the issue is progressing and can provide updates to tenants or landlords. Simply enter a note for each call or paste in any relevant email.
Notes boxes in Tenancy Profiles
A tenant calls asking about how to hand their notice in. You make a note that they have called. Co-incidentally their renewal review shows up the next day. Your colleague can see that they’ve already enquired about leaving. The notes and communication just create a much better workflow.
Templates
Any letter or information sheet can become a template. Entered on the main menu and accessed through each tenancy, tenants names and tenancy info are auto filled. Templates can range from standard letters when a tenant gives notice, to a maintenance information sheet, to your tenancy agreement.
You know those endless 30 minute conversations giving advice about condensation – now you can just send an information template. Or a beeping smoke alarm battery. Send the info with pictures. Timesavers !
Bulk Email
Easily email all Landlords or All Tenants. If you manage whole buildings for larger portfolio landlords just select that building to let them all know about a Fire Alarm Inspection. Or just to let tenants know you are closed on that upcoming Bank Holiday Monday (because they never seem to be aware of this…) Update all Landlords on a new piece of legislation.
Marketing
Integration with Rightmove and Zoopla means no more manual uploading. As you click advertise on a property, that property will then show up on your listings on Rightmove or Zoopla – or both. Properties advertised will also show on your live lettings list on the system aswell as integrating with your Website (subject to tech requirements).
Reminders / Reviews
These can be set in Tenancy Profiles for things specific to that Tenancy. Each time a tenancy starts, follow your file front as usual, enter Various tasks. Management Inspection, Tenancy Extension, Chase a Residency Visa or a Rent Review. Useful for other things aswell. If a tenant borrows a spare set of keys, set a review to chase those keys back in ( you know they’ll lock themselves out again ) These will then show on the main menu on the day it needs actioning. Action that day and run live. No more arranging a bulk load of Management Inspections, or Rent Increases. Deal with them on a live daily basis as they are due.
Reports
Perhaps legislatively the most important part of The Letting System An easy clear list of Reports that automatically show up a month before they expire. Hit the instruct button to send off to a contractor. Complete when new certificate comes in. Upload new certificate and set expiry date for new one. A clear live list of EPCs, EICR’s and Gas Safeties, due to expire, been instructed or been completed. It shows as completed for a few days and then automatically archives.
