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Difference between revisions of "Property Overview"

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== Address ==
== Address ==
[[File:Property Address.png|alt=|left|thumb|1200x1200px|Property Address Fields]]
[[File:Property Address.png|alt=|thumb|1200x1200px|Property Address Fields|none]]
Similar to Contacts, you enter the address of the property. By default, the Local council will be populated by your default local council (configured in Administration Agency and Branch Settings).
Similar to Contacts, you enter the address of the property. By default, the Local council will be populated by your default local council (configured in Administration Agency and Branch Settings).



Revision as of 08:37, 26 March 2021


Properties

When adding a property, it will fall into two categories – For Sale and To Let. Properties can be classed as Residential / Commercial / Business.

Prop1.png


To begin with, the following should be entered:


Property reference     a unique code for this property – either your own code if you have a

                                   policy identifying properties or the system can Generate a code for

you.


Branch                         when you have multiple branches, this will allow you to choose

accordingly.


Date available             when the property will be coming onto the market (not necessarily

the date entered onto Standout).


Status                          By default, Standout only allows you to choose certain status(guided),

To maintain a given “flow” when marketing a property. This can be

Configured in Administration / Branch / Settings and then either

Free or Guided. When in Free mode, you may choose whichever status you desire.


Featured property      for those properties you wish to class as a “Feature Property”, then

                                   this sets that option.


Address

Property Address Fields

Similar to Contacts, you enter the address of the property. By default, the Local council will be populated by your default local council (configured in Administration Agency and Branch Settings).

Display Address

This field is primarily used when sending properties to those property portals you have subscribed to.

Latitude and Longitude


These fields will be populated when the Postcode has been entered, you will then see the following:

Should these not be correct, you are able to manually set both the map and Street View settings. Please note: if Google haven’t recorded the street/area you will not be able to customise this feature. Client match will also not work if these figures are zero.

Owners

Either select the current owner by typing in the first name or you can Create a new contact – please note: a new tab will open in your browser to allow you to create this new contact, once complete, close the tab and continue working. Your new contact should now appear in the search.


Multiple owners can be recorded against a property but the system does allow for the defaulting of a Primary contact.

Basics

The basics are as follows:


Contract                      For Sale / To Let / Auction

Class                            Residential / Commercial / Business

New build                    Yes or No

Tenure                        Freehold / Common hold / Leasehold / Share of Freehold / Flying

Freehold / Share transfer

Residential type          Bungalow / Character Property / Flat/Apartment / House / Land

Property style             Detached / Semi-Detached / Link Detached / Terraced

                                   *These are the only ones available as dictated by Rightmove

Year build                    normally entered as a 4 digit year (1970)

Bedrooms                   number of bedrooms in the property

Bathrooms                  number of bathrooms in the property

Reception rooms        number of Reception rooms in the property

To Let options

When you place a property for the rental market, both Residential type and Property Style are not required so disappear.


A new option will appear for how this property rental is Managed:


No                               You will not be responsible for this property other than it being placed

on the market and removed when tenanted.

Rent collection            You will be responsible for collecting the Rent on the Landlords

behalf.

Yes                              You will be responsible for everything regarding the rental of this

property and receiving payment from the Tenant, arranging repairs

etc and paying the Landlord accordingly.

Commercial options

The options change when a property is one of a commercial type.


Commercial type        Business Park / Café / Caravan Park / Carehome / Catering /

Commercial Property / Development Opportunity / Empty Retail

Premises / Farm / Garage / Guest House / Gymnasium / Holiday Flats

/ Hotel / Industrial Units / Investment Property / Land / Leisure

Facility / Mill / Night Club / Nursery / Office / Parking / Permanent

Flats / Public House / Restaurant / Retail / Serviced Offices / Shops /

Soft Play Centres


Commercial use Class N/A / A1 (Shops) / A2 (Financial and professional services) / A3

(Restaurants and cafes) / A4 (Drinking establishments) / A5 (Hot food

takeaways) / B1 (Business) / B2 (General Industry) / B3 (Special

Industrial Group A) / B4 (Special Industrial Group B) / B5 (Special

Industrial Group C) / B6 (Special Industrial Group D) / B7 (Special


Industrial Group E) / B8 (Storage or distribution) / C1 (Hotels and

hostels) / C2A (Secure Residential Institution) / C3 (Dwelling houses) /

D1 (Non-residential institutions) / D2 (Assembly and leisure)

Business

Business type              a vast array of business types is pre-populated into this drop down

                                   selection.


Business name            the name of the business


Business hours            a free form text box for you to enter the required information.

Price – For Sale properties (Residential / Commercial / Business)

Currency                     Standout can work in various currencies, the ones currently

configured are GBP / USD / EUR.


Flash                            whether you place a flash image over the properties main photo

reading New to market / Managers Choice / Reduced.


Sale Price                    Whilst you can enter a price that you’ve agreed with your client,

                                   This should really be entered in the first place by confirming a Pre-

Valuation Appointment and then entering the recommend price at

that point.

Price qualifier              A message before the price – Asking Price / POA / Guide Price / Fixed

Price / Offers in Excess of / OIRO / Sale by Tender / From (New Homes

and Commercial Only) / Shared Ownership / Offers Over / Part Buy

Part Rent / Shared Equity / Equity Loan / Offers Invited


Post Price Message     a message after the price


For Residential Properties only - Standout has details of properties and valuations and as such, this information can be loaded against a property. Click on the Load buttons.

Price – To Let properties

Currency                     Standout can work in various currencies, the ones currently

configured are GBP / USD / EUR.


Flash                            whether you place a flash image over the properties main photo

reading New to market / Managers Choice / Reduced.


Rental Price                 Whilst you can enter a price that you’ve agreed with your client,

                                   This should really be entered in the first place by confirming a Pre-

Valuation Appointment and then entering the recommend price at

that point.

Price qualifier              A message before the price – Asking Price / POA / Guide Price / Fixed

Price / Offers in Excess of / OIRO / Sale by Tender / From (New Homes

and Commercial Only) / Shared Ownership / Offers Over / Part Buy

Part Rent / Shared Equity / Equity Loan / Offers Invited


Post Price Message     a message after the price


Let period                   Weekly / Monthly / Quarterly / Annually / Per 4 Weeks / Per Person

Per Week


Bond price                  the amount that the Landlord has requested for the Bond.


Fees

Fees can be set as either a Fixed fee or a Percentage, also with a Minimum fee override. Additionally, you can set the Contractual arrangement as Sole Agency / Joint Sole Agency / Multiple Agency. When choosing Joint or Multiple, you can enter the Other Agency(s) name and the Contractual details.

Internal use

This area is for staff to enter private notes. As stated in the screen shot, will be visible to all staff but will on appear on your website.


Vendor Invoice

This option (More Actions / Vendor Invoice) allows you to create a one off invoice to the Vendor.


Invoice Date                            the date of the invoice

Amount                                   Amount of the invoice

VAT applicable                        if you’re VAT registered, then will add the VAT to the Amount

Description                             the description for the invoice being raised.


Create                                     create the invoice against the Vendor

Close                                       close this form once all invoice(s) have been raised.

Additional settings

These additional settings are hopefully where you outshine your competition, by adding as much details as possible, should attract prospective clients for the properties you market. We would always suggest populating as much as possible in regard to the property.


Secondary details

Agency specific features

Either start typing a feature of use the dropdown list to enter specific features about this property. For example Adapted Bathroom / Busy Trading Location / Cul-de-sac / Double Glazed.

Additional features

Floors                          Unknown / 0 – 99

Usual entrance floor   Unknown / Basement / Ground Floor / 1st floor / 2nd Floor / Higher

than 2nd Floor (without lift) / Higher than 2nd Floor (with lift)

Parking                        free form text

Heating                       free form text

Accessibility                free form text

Outside space             free form text


All other questions are simple Yes/No options


Sale features

Sale by             Not Specified / Private Treaty / By Auction / Confidential / By Tender

                       Offers Invited

Condition        Unknown / Good / Some work needed / Work required throughout /

                       Major renovation required / Pristine


All other questions are simple Yes/No options

Running costs

Rates                          how much is the rates (we recommend the annual fee)

Council tax band       A – H

Utilities

Average costs for Gas / Electricity / Water rates.

Annual fees

Store Ground rent fee, Estate management fees and Insurance fees, you can also store the renewal dates. When the renewal date occurs, Standout will create an all day appointment to remind you of this renewal.

Inside Area

Outside Area

The above allows for entry and conversion of the area of the property both inside and outside.

Descriptions

This section allows the entry of Primary descriptions, Bullet points, Floors & rooms and Additional Descriptions.

Brief Description

Up to 1000 characters can be entered which will flow though to your own website and portals.

Full Description

Entry of a full description that can be formatted similar to Word. Please note – if the text is irregular, use the ‘Remove format’ option.


Bullet points

Up to 20 bullet points can be added to the property.

Floors & rooms

Room name                a required field and the general name of a room

Room dimensions       entering 10ft x 10ft or 10’5” x 20’6” will convert to the metric

                                   By clicking the Convert button. Similarly, the convert will work with

                                   10m x 20m 10.5m x 22.6m

Room description       a full and concise description of the room to a max of 1000 characters

Photos                         up to 4 photos can be uploaded to a floor/room

Exclude from               Standout has the ability to create advertising brochures (using Word

Brochure                     docx as template (see Administration / Brochures) and if required a

room/floor can be excluded.

Add                             Click this button to add the room (rooms/floors appear on right – see

Below


In Administration / Branch / Default rooms you have the option to create defaults. This option is most used to add Agent Notes, Disclaimers to all properties. Default rooms when added to a property will be at the end of any rooms/floors created.

Media

The General media tab allows you to add as many photos as you require for a property, along with a floorplan and a URL to a hosted video (such as YouTube etc). Each photograph can be also be named.


The Brochure media tab allows you to re-arrange the photographs in the order that you’d prefer when producing a brochure. All you do is drop and drag the photograph from left/right/right/left.


An example of the above would be that for websites/portals you want the outside front view but, on your brochure, you’d prefer the photograph of their Kitchen/Diner/rear garden as you feel that would attract more interest with a Window Card or hand out brochure.

Inserting a Video URL

To insert a video, Standout will only allow the insertion of a URL from a video hosting service such as YouTube or Vimeo.

Create an account in your chosen video hosting service and then upload the video of a property. You can then share that video, choose the Link option.


You can then paste the link from the video service into the field above. Saving the property will allow our system to update your property on not only your own website but to all your subscribed portals.

Rental

Rental Tabs.png


Due to this subject being complex, see additional documentation from our Knowledge base website or contact support at support@issl.co.uk.

Certificates

Once an EPC Certificate has been issued for a property, if you have received an electronic version, you can upload that to the system by drop/drag the image onto the system. However, if you don’t have one, you can set the ratings of Current and Potential on the system, then by clicking Generate will associate an EPC chart for this property.


The expiry date can also be entered. Upon saving the property, this will create an all-day event on that date to remind you it’s expired.

Advertising

Portals

Standout has the ability to send your properties to all the portals that you subscribe to. As of writing this document, we have the following portals configured:

                       ISSL (if you have a website designed by ourselves)

                       AllAgents

                       Bamboo auctions

                       Blueperb

                       Brief Your Market

                       BusinessesForSale

                       Commercial People

                       Cream Club

                       Daft.IE

                       Daltons Business

                       Digital Direct

                       DssMove

                       Gumtree

                       Home

                       Homeflow

                       HouseLadder

                       LettingWeb

                       MousePrice

                       Move in North

                       Need a Property

                       NetHousePrices

                       Newsquest Media Group

                       OnTheMarket

                       Proplist

                       Rightmove

                       The Guild Property Professionals

                       Property Collection

                       Think Property

                       Zoopla


Once a property has been sent to the portal(s), you can use this tab to see when it was last updated, whether it was successful or not, plus, you’ll be able to click a link to take you directly to that property page on that portals website.

Board requests

If an advertising board is required for a property the "Board Required" must be selected before the property is made available to enable the board management and updates facility for a property. Also, you can choose how many boards are to be requested.


On the right side, you will see the status of what has been requested for the property.

Hit statistics

If your website has been created by ISSL, you will be able to see the number of hits on your own website, Rightmove, Zoopla and combined. This will show the number of hits and the number of times it has been returned in search results.

Viewings / offers

The Viewings / offers screen will allow you to, on the left side of this screen enter any specific issues when viewing a property, if you operate a Key Reference system, enter the Key reference and any Alarm details.


On the right hand side, you will be able to see all the viewings of this property and any offers from potential buyers/tenants (the above is an example of a tenant).

Notes

Throughout the system, Standout offers the ability to create notes, against Contacts and Properties. On the left side the system will show all the notes in a list. For each note, there is an option to Show it or Hide it and the ability to edit it. You are able to upload one file for each note.


Additionally, if you have a website built by ISSL, you can make the note available for Vendors to see on your website.

Files

To use this option, you will need either a Dropbox or Google Drive account. Should you obtain external documentation from 3rd parties, a tenant, vendor, landlord, contractor, solicitor you have the ability to upload files to a specific Contact or Property. Additionally, you can create sub folders to hold specific documentation/files instead of just having a huge list of files, as you would organise your desktop files.

Progress

Standout can be used to track the progress of a properties status. This part of the system has defaults but you can amend this in Administration/Progress progression.


Once you hit a marker (Solicitor instructed) the date can be set against a property, this will then allow you to view this property within the dashboard on left side in Progress.


By using this system, you’ll be able to have a quick view on where the status of a property is at, plus give you a visual reminder of task that may need completing.


Within this option, you can also complete the chain, linking a buyers property if listed on a portal, the seller if they’re buying a property on a portal.

Matches

Matches will show you all those contacts within Standout that either match the criteria you have placed against them but have yet to receive an email (Live matches). If you have a busy branch and suspect other members of staff have entered a contact that would match this property, Reload live matches will scan your contacts and list accordingly.


Previously matched will show all those contacts that have previously received an email regarding this property. There is also a reset button, this is used when for example, your property has been reduced in price and you wish to re-email all those contacts, this will enable you to this.

Interested parties

Interested parties are for those contacts that have an interest in a property at either Sale Agreed / SSTC but then the sale falls though, you will then be able to contact them regarding the property.

Staff viewings

This tab is to display all the staff viewings that have been undertaken for the property.

No viewings


Viewings


When there are viewings, the information returned will be:


Date / Time of visit

Staff member who undertook the visit

Reason for the visit – when clicking this, it will open a new tab and display the diary / appointment.


History

History is a log of all the changes and important milestones so you can view what has happened with a property. Particularly useful to see when issues occur such as a Let property is suddenly Available, allowing you to investigate further.

More actions

At the bottom right of the screen, are the More actions and Save property tab.


We’d always recommend pressing “Save property” prior to moving from tab to tab.


Where applicable, two buttons will be shown to the left of More actions. These are:


Book viewing                                       Book a viewing of this property, this will bring a search

                                                           box for the interested party and then take you to the

                                                           diary to then book the appointment

Book valuation                                     Book a valuation appointment with a Vendor/Landlord


Create a task                                       create a task against this property for yourself or

another member of staff


Depending on the stage of a property, the options for More actions will change accordingly, plus options change between Contracts (For Sale/To Let).


Book valuation                                     Book a valuation appointment with a Vendor/Landlord

Reset valuation                                   Reset a valuation confirmed status back to Pre

Valuation

Reset to Let                                         If you reset a Let property back to Available, reset the

status

Book viewing                                       Book a viewing of this property, this will bring a search

                                                           box for the interested party and then take you to the

                                                           diary to then book the appointment

Create a task                                       create a task against this property for yourself or

another member of staff

Clone                                                   Clone a property (eg: Sale and/or Let)

Confirm / reschedule valuation          Confirm or reschedule a valuation appointment

Generate letter                                   Generate a Letter to the linked contacts

Generate brochure                             Generate a brochure for property

Vendor report                                     Generate a report to send to the Vendor reporting on

                                                           viewings/comments, price changes and website

statistics

Vendor invoice                                    Send a one off invoice to the Vendor

Register interest                                 Register interest in the property with another contact

Rental Agreements                             Show the Rental agreements

Email all tenants                                  For shared properties, the ability to email those

Tenants with a current agreement

Show to Applicant/Buyer                    Show on screen the property to either the Applicant or

Buyer


Additional document exists on our Knowledge base system for Administration, Brochures, Letters and Rentals.