13. Properties

13. Properties

All properties are stored in a central property register in the system regardless of what they are used for.

Adding a new property

After clicking the Add New Property button a blank form is displayed to allow the entry of the new properties details.

 

The mandatory fields that need to be completed before you can save a new property will depend on your specific system configuration.

Item
Details

Displays a list of all addresses that match the entered postcode
Business address
If the postcode lookup identifies the selected address as a business then this field is set automatically

Displays a map showing the properties location. This is only available if the address has been completed through the address lookup function
Local authority
Dropdown list of all local authorities. Once selected the Ward and Parish fields are displayed
Ward
List of all Wards associated with the selected Local authority
Parish
List of all Parishes associated with the selected Local authority
Permitted uses
Determines what uses the property can be used for in the system
Landlord
Dropdown list of all landlords that have been flagged as Show on Property form, and are setup to be accessed by the users assigned teams
Responsible team
Dropdown list of all teams that have been associated with the selected Landlord
Advert type
What Advert template to use when displaying the property on the Public portal. Only visible if a Permitted use of 'Social housing' has been selected

Contacts

Contacts related to the property can be captured in the system. The system stores details of the contacts as well as their contact type.


Item
Details

Edit the existing contact to change its type

Remove the contact

Edit the selected contact. The record is opened in a new browser tab

Add a new contact to the property

Refreshes the list to include any updates that have occurred


Item
Details

Search the other Contacts on the system

Add a new Contact record 

Create a link to a Contact record

Edit the selected Contact. The record is opened in a new browser tab

Close the window

When adding a link to a contact you need to find the contact that the link relates to, or add a new contact, and then specify the type of contact.

Files/Media

Displays all Files linked to the Property or any associated Voids. Further details on the functionality can be found here - 24. Files.

Voids

Displays all Voids linked to the Property. Further details on the functionality can be found here - 14. Voids.

Notes & Actions

Displays all Alerts, Notes and Actions assigned to the Property. Further details on the functionality can be found here - 5. Notes, Alerts & Actions.

Comms Centre

When messages are created against a property they are actually sent to the contacts that are linked to that property.


Displays all Comms linked to the Property. Further details on the functionality can be found here - 4. Communications. 

Shortlists

All shortlists that have been created against the property are displayed here. The dropdown lists all shortlists regardless of the void they were created against.


Full details of the shortlisting functionality can be found here - 15. Shortlists.

History

All history related to the property is displayed on this tab. 


Item
Details

Jump to a specific month

Filter the list to show a different selection of events

TA Properties

Temporary accommodation tenancies can be created in any property that has been marked as having a Permitted use of 'Temporary accommodation'. Once this value is set on a property the Temporary accommodation group is displayed on the Property form.


Item

Details

TA accommodation type

The type of TA accommodation that will used for H-CLIC reporting 

TA void tracking

If enabled the system will track when the property is void and only allow one placement at a time in the property

TA automatically create new voids

If enabled a new void record is automatically created for the property when a tenancy is ended

TA Void tracking

The system can automatically track when placements are created and ended in properties and create new Void records at the appropriate time.

TA void tracking = 'Yes' – only allows one tenancy to be created against a Void record. Once a tenancy is created, the Void record is updated with an end date and its State set to ‘Allocated’.
This setting should only be enabled if you have sole control over who can be placed in the property.

TA void tracking = 'No'– allows any number of tenancies to be created against a Void record. The Void remains open after a tenancy has been created. The Void record needs to be manually updated with an End date to stop it appearing as available for placements.
This setting should be used if you do NOT have sole control over the property and need to check with a third party to find out if they have space i.e., Bed & Breakfast.

TA automatically create new voids – when this setting is enabled a new Void record is created automatically when a tenancy is ended. This ensures the property is available for a tenancy to be commenced in it without any user involvement.
All TA properties need to have an initial Void record created before any tenancies can be created against them, regardless of whether they have TA void tracking enabled or not

Properties list

The Properties option in the explorer displays a list of all the property records in the system.


The list can be configured to show both standard and custom fields from the Property table or information related to any of the following related areas:
  1. Latest void
  2. Latest shortlist period
  3. Landlord
There are a number of special calculated fields associated with Property records that can be added to lists. Details of these fields can be found in  Appendix I - Special/calculated fields









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