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Acquaint – Letting Process

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Add
Landlord

Your landlords are your clients so I would start with getting their details into the system first.

If you have their mobile enter it (that will allow you text them through the system) and I would strongly recommend entering their email too. They should be marked as type – landlord and also enter their home address on the bottom of their contact record.

Add
Property

Once a landlord is added and you click save, it will ask you to add their property now. Click yes and then fill in the property information.

I would recommend adding all properties you are currently managing initially, and then add any new properties from the day you get Acquaint.

Letter of
Engagement

Fill in the details of the property including info on details 3 page of property. Once done you can then produce a letter of enagagement through the system.

You can produce letters either from the property or contact record by clicking on the letter icon (top right). It produces the document in word so you can make any edits if you need to. There is no need to save this document on your PC, as it will be saved on the correspondence page of the landlord and property.

E-Sign Letter
of Engagement

In Acquaint you can send your Letters of Enagagements, leases and any documents you wish to get signed electronically*.

Check out our E – Signature page here for more details.

*Esignatures require credits

Market the
Property

Once you have gotten the instruction it is time to start marketing the property. If you fill in the pictures and other details Acquaint can help you market the property.

Email – You can email the property details+ pictures if you select the Property Details email template.

Feed online – Acquaint has the ability to send listings directly to online sources (e.g Daft/MyHome/Facebook etc), contact us for more info on this.

Physical Marketing – Acquaint can also create brochures/window displays, see below.

Appointments (Viewings)

If you open up the diary page you will see all of your team’s calendars. If you click on a time slot, a list of appointment types will appear. Choose one and then you will need to add contacts and the property to this appointment.

You can then send confirmation emails to all attendees by clicking “send” down the bottom on that dialogue box. This will also jump into your Gmail/outlook calendar once you sync it here.

Adding Certs
(e.g Proof of ID)

When you have chosen the tenant/tenants for the property you can then add their documents (e.g Proof of ID)

Open up the certificate list and then right click and add new.

Linking
Tenants

If there are multiple tenants in a lease you need to link these tenants together.

  1. Add all tenants as a contact.
  2. Pick a primary tenant, the rent dues will go against their name.
  3. Go to each “secondary” tenants profile >advanced>link to and choose the primary.
>

Set up
a Tenancy

Make sure to have property added, tenants added and tenants linked before setting up the tenancy. To set up a tenancy go to the tenancy list, right-click and add new tenancy and go through the steps.

Important: If the tenancy has been running for years just make sure to change the months of the tenancy so the end date is in the future. Also, you may not want to account for previous rents so select to suppress them.

Generate a
Lease

Once you have entered the details of the tenancy then you can generate a pre-populated lease. Go to the property record, select letter and choose residential tenancy agreement.

Note: You can also get this esigned in the same fashion as the Letter of Enagagment perviously

Hopefully, this gives you some good guidance on setting up a letting in Acquaint. You can check out our full suite of training videos here. If you need any more guidance or if you have any questions, please don’t hesitate to email us on help@4property.com.

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