25th March 2025

Tenancy Hub -Documents and links to Customer Portal

We are thrilled to announce the release of a new Documents tab within our Tenancy hub and the ability to add document approval, designed to enhance your experience and streamline document management for property manager. This update marks the first step in replacing the existing documents pull-out panel within our Property Management (PM) system.

Key Benefits:

User-Friendly Interface:

The new Documents tab, now available on the Tenancy screen, offers a more intuitive and organized way to manage all tenancy-related documents. This tab will soon be added to the property, landlord, tenant, and contractor screens for a consistent experience across the platform.

Enhanced Functionality:

All functionalities from the previous document pull-out panel, such as viewing,  making documents private/public, and renaming, are now integrated into this tab. Additionally, you can filter through documents effortlessly.

You are in control:

If you have documents you want to be made available/unavailable to your landlord and/or tenant, you can control this via the Document tab - with a single click. Simply making a document private, makes it available to you the manager and not available on the customer portal to the landlords, guarantors and tenants.  If however, you want to share a Certificate with both the landlord and tenant, simply make the document public: it will now be available to all people associated with the property, with no added stress or manual input.

 

Document Approval Process:

We have introduced a document approval feature, allowing property managers to offset the burden of providing both tenancy documents and/or certificates for the landlord and tenant, while having the confidences and a means to track the status of those documents (pending, rejected or approved): ensuring compliance.  Landlord and tenant  can take full advantage of our customer portal to upload documents and certificates, no need for the property manager to duplicate entry or storing compliance documents in multiple places. Once the document is approved by the property manager, these documents can be made available to all people mentioned on the tenancy without further actions. For example, the landlord uploads  Gas Safety certificate, once approved by the property manager, the certificate is available for viewing and download, by both the tenant and landlord. This streamlines the process of providing necessary documents to both tenants and landlords, improving efficiency, ensuring compliance and reducing administrative workload.

How It Works:

1. When a document or certificate is uploaded via the Customer Portal, it enters a pending approval status.
   
2. The property manager, is instantly notified via our industry first Tasks system.
   
3. The property manager can review these documents and either approve or reject them. If a document is rejected, the agent can provide a reason for the rejection, which will be visible to the uploader in the Customer Portal.
   
4. The approval process ensures that only verified and accurate documents are shared with tenants and landlords, enhancing trust and compliance.
   

If you want the document tab without the approval feature, then don't worry. The approval feature can be enabled or disabled based on your preferences, giving you control over the document management process.

Upcoming Enhancements:

Over the next week, we will be adding the following features to the Documents tab:

1. Upload and remove documents, via the document tab.
2. New filter for approval status
3. New column to display document status (active, expiring, expired, etc.)
4. Enhanced search functionality using text input
   
5. Adding the document tab to the property, tenant, landlord and contractor screens.

Feedback and Support: As with any software update, we anticipate your feedback. If you encounter any problems or have feedback, please reach out to our support team. Your input is invaluable in helping us refine and improve our services.

Thank you for your continued support.

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