Lettings
A new action has been added to the drop-down menu on submitted applications labelled ‘Processing’. When selected, an email will send to the applicants to advise their application has been received and is being processed by the agency. You can find and edit the email template in your agency settings > Lettings tab > Email Settings Tab > Processing Application Notification to Tenant.
Supporting Documents can now be uploaded & deleted by the Property Manager when editing an application. These options can be carried out on both complete and incomplete applications by opening the applicants full application details and pressing edit to unlock the Additional Supporting Documents functions.
Vacating Tenancy - Automated Rental References
Automatic rental reference request responses are now live & sending for SNUG. This is in addition to requests from IRE. If you missed this in our last update, OurProperty can now handle the completion of these and reply directly to the sender on behalf of your agency.
All questions on the rental reference request form are answered from pulled data in OurProperty with rental ledgers automatically attached to the reply.
We have also built a report for you to keep track of the tenancies where rental requests have been received and the status of the reply. You can find this under Reports > Admin > Reference Response Report.
To utilise this great new feature and reduce the labour time for your agency on completing and returning references, simply forward the rental requests received by SUNG and IRE to referencerequest@ourproperty.com.au and let us do the hard work for you!
Learn more on how to set up automatic rental references & how to manage any potential errors here.
Due to tenant privacy concerns and the process in which a privacy statement is signed for REA tenancy applications, we have disabled the automatic reference responses for REA requests. An email will be implemented for REA requests and responded to on your behalf to advise we are unable to complete the reference.
Currently, REA does not show or reference a privacy statement to the applicant before triggering the reference request and the signature is auto-generated when the applicants completes their rental profile. We hope you understand and appreciate our concern regarding your tenants private information.
Maintenance
Jobs that have been marked as ‘LL responsibility’ and ‘LL Tradie Responsibility’ have 2 new action buttons added to the job page.
Revert to Requested – will move the job back to the requests page to be actioned again as per the PM/Owner preference. The job can be handled as per a new request that has been submitted by the tenant to be referred to an agency tradie for quotes or to complete the work.
Cancel Job – will close off the job and stop all reminders to the Landlord.
When either button is actioned by the Property Manager, the history log will show the time and date this was done.
When viewing All Jobs there is a new filter option to search via a Landlord. If the owner owns more than one property, all maintenance jobs for the various properties will be visible.
A small change has been made to the rejected quote email template sent to the tradie when the owner proceeds with an alternative option. The message now states that ‘the quote was not selected as the owners preference’.
Maintenance emails and SMS cannot be edited by the agency.
For owners being paid via OurProperty Payments, you will now see a summary of the property financial balances when approving a maintenance invoice for payment from Rent. This allows for improved visibility on current available funds and a greater understanding of when the invoice will be paid to the tradie. Alternatively, if you see the owner has no available funds for payment you can request funds from the Landlord for any invoices that may be urgent.
Two (2) new room categories have been added to the PM Inspect App for ‘Driveway’ & ‘Electric Gate’. These rooms can be added to the Room List by pressing on New and selecting either or both options from the list of rooms provided in the scroll menu. Both new options sit at the bottom of the scroll list.
Client Hub
When sending an Entry Notice from the Client Hub you can now include a CC email address to send a copy to an alternative contact. Use this option to send a copy to the entering tradesperson or a person outside of your OurProperty database.
Tenant Notes added via the tenant card can now be automatically applied to the Landlord and/or Property cards when creating the note. These tick box options eliminate any need for double handling and ensure note visibility across all areas of the Client Hub.
For owners of multiple properties, you now have the ability to create a group or multiple groups of properties to pay invoices from Pooled Funds. This means you can easily identify, control, and manage which property funds accumulate together to pay towards invoice expenses.
When a group of properties is created, the group details will display in the owner card and show the balance information for those grouped properties only. You can create more than one group of properties allowing for owners with a large investment portfolio to set up an invoice payment structure that best suits their financial preferences.
To learn more on how to set up paying invoices from pooled funds, and creating a group of pooled fund properties, refer to this article here.
The property card now displays if the tenants are on a rental payment plan to pay off arrears. This will simply show ‘YES’ if a payment plan is in place, and you can review the payment plan details via the Arrears Report, Rental Payment Plan.
