PropertyFile Release Notes version 6 - Landlord Portal

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PropertyFile: Landlord Portal

PropertyFile is an online platform which has been integrated with Alto, to keep your customers informed and engaged throughout the life cycle of their property sale / letting journey.  

We are pleased to announce that in this upgrade we have released the next phase of our PropertyFile journey, "Landlord Portal".  You can invite your Landlords to track key statistics such as their property's marketing performance, follow their viewings and obtain copies of their statements.

PropertyFile is an online platform that connects you with your customers, allowing you to provide a better level of customer service, making your agency stand out from the crowd and allowing you to win more instructions.  For more information, please see Activating PropertyFile & Configuration.  

Getting Started - Activating PropertyFile in Alto

Getting Started

Activate Landlord in PropertyFile 

The Landlord Portal feature is only available to customers with Property Management enabled in Alto. Property Management users will find a new module available within PropertyFile.  If you have already activated PropertyFile, you will need to go to the configuration page to switch on the Landlord Portal module.  

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click PropertyFile
  3. On Alto PropertyFile Administration, click the Pencil alongside your Domain
  4. The PropertyFile Dashboard will open. Click Manage Modules on the side menu
  5. Switch the module Landlord to On
  6. Click Save 
  7. Click Confirm 

How to set up PropertyFile

Once your account has been activated, you will need to configure it to your Agency.  PropertyFile allows you to upload a logo, personalise the emails sent to your Landlords or the Agency name / web address visible.  

To access your microsite, please click the pencil icon to open your PropertyFile configuration: 

On clicking the pencil icon, you will be taken out of Alto and into a web browser displaying the PropertyFile dashboard, where you can configure your PropertyFile settings: 

For details on how to customise your website, one of the following articles may be of use: 

How to Manage PropertyFile users in Alto

Invite Landlords to PropertyFile

Once you have switched on the Landlord Portal module, Landlord contacts linked to a branch which is included in the PropertyFile Domain (see Activating PropertyFile), will have a PropertyFile menu item.  

  1. On the side menu, click PropertyFile
  2. Click Send Invite
  3. The contact will receive an email requesting they activate PropertyFile, based on the email template created in the PropertyFile microsite
  4. The contact's PropertyFile status will change to Pending

 Note

If the Landlord (or seller) has used PropertyFile with another agency, they will still need to register again as their login is unique to your Agency

Contacts already invited to PropertyFile (contacts who are Vendors and Landlords), will not require any additional changes to view the landlord portal.  When the Landlord Portal module is switched on, these contacts will see an additional Landlord tab, when they log into PropertyFile.  

Sharing Options

You can choose which properties you allow your Landlords to see when they login to the Portal.  

  1. Click on a contact you have invited or would like to invite to PropertyFile
  2. On the side menu, click PropertyFile
  3. Properties owned by the contact will be displayed, as per above 
  4. Click X to deselect a property
  5. All properties marked as included will be available to your contact when they log into PropertyFile 
  6. Once your contact has been invited, please click login as admin to verify this change  

Resend Invite to users

  1. Click on the contact record 
  2. On the side menu, click PropertyFile

You can click the Resent Invite button to resend them their invite email.  

Once a user is active, this same button will send them a reset password email which they can use to change their password.  

What is Visible in PropertyFile (login as Admin)

Watch the short video below to see what is included in PropertyFile Landlord Portal, or read on.  

Dashboard

As a contact logs into PropertyFile, they will land on the main dashboard.  To navigate through the properties shared with PropertyFile, the customer can select Change Property to view the list of properties available.  You can select Login as Admin to access a Landlord's PropertyFile account. 

 Note

Contacts who are vendors and landlords will first view their Vendor (Seller) Portal, along with the option to navigate to the Landlord Portal

The PropertyFile home screen will be based on your Agency's PropertyFile configuration.  The landlord will see any properties you have chosen to share.  The Dashboard displays the following: 

  • Property details
  • The number of property viewings scheduled to take place 
  • Current Tenancy Information for the selected property
  • Branch Details based on the contact's branch 

Marketing

The Marketing tab details the property's viewing statistics from the portals who publish this information.  Your contacts will be able to see the number of adverts / brochures which include their property.  

Viewings

The Viewings tab details property viewings scheduled to take place, including the viewing status.  Once viewings have moved to the past, you are able to enter viewing feedback in Alto.  

Feedback entered into Alto is automatically visible to your contacts in PropertyFile.  Past viewings are also summarised in the lower section of the Viewings tab including external feedback added to Alto: 

 Note

Internal feedback will not be visible in PropertyFile

Accounts

The Accounts Tab displays account details for the payment group which includes the respective property.  

Income is split between Rent Income & Other Income.  Deductions include fees, expenses and overseas tax.  The Payment column will match the payment made to the Landlord for the respective statement date.  Contacts can see a breakdown of their accounts when they click on the link to their statement.  Should you reverse a statement, the statement and the reversals will be removed from PropertyFile.  

 Note

Statements created onwards from 6th April 2019 will be visible in Landlord Portal

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