When onboarding with Alto, you are required to complete details on an online form called My Account. My Account contains a To-Do list where you are required to enter information and confirm decisions about how your Alto should be configured.

This article includes: 

How to access My Account

You will receive an email sent from no-reply@propertysoftwaregroup.com which contains a link with your allocated username and password, to log in to your personalised My Account. Copy and paste your login details rather than retyping them, as the system is case sensitive and any errors could prevent you from logging in. 

Accessing the To-Do List

  1. Log in to your My Account
  2. The Homepage will open with one or more tabs on the screen (if you have previous, or multiple orders with us, you may see more than one tab)
  3. Click on most current Order Number Tab, ie Alto-XXXXXX 
  4. Your Order Status page opens, containing your To-Do List

The To-Do List Explained

Your To-Do List comprises of a number of sections that you need to complete in order to allow the installation of Alto. 

  • To access and make changes to each part of the list, click Click Here to the right of each item
  • As you make changes, click Save to save the information you have added

 Note

Once a section is complete, it will be indicated by a Green Tick. A Red Triangle icon signals that the area still needs your attention.

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For more information on how to complete each item in the To-Do List, click the headings below. 

Your To-Do list comprises of: 

API Agreement

The API Agreement authorises us to set up a data feed from Alto to the online portals you advertise with.  To successfully complete this section:

  1. Log in to My Account and click the Order Number tab
  2. On API Agreement, click Click Here 
  3. Click API Agreement (in blue) to download and review the full API Agreement
    • Accept API Agreement - Tick the box to accept, and complete the details to confirm you're an authorised representative
    • Schedule 1 - The agent's website provider - Complete the details of the company who hosts and maintains your website.  This is so we can arrange for a data feed to be sent directly to them from Alto
    • Schedule 2 - Branches to be included in the datafeed - Add the list of names and postcodes for all the branches that will need to be included in these data feeds
  4. Click Save to sign off your acceptance of the API Agreement and your completed information

Back to To Do list

Pre-Configuration

Pre-Configuration details is where your office and user information is added. To successfully complete this section, complete the following:

  1. Log in to your My Account
  2. On Pre-Configuration, click Click Here
    • VAT Registration number(s) - State whether your agency and/or branch is VAT registered and add the VAT number(s) (if applicable)
    • Offices / Match Area details - Add all office names, addresses, contact details and match areas of the locations you manage
    • User Names - Add each users Name, Login Name, Job Title, Primary Department, Primary Office, Email address and contact details.
      The Login Name must be an email address the user has access to, as this is used for password reset and other security related emails
    • Signatures - This section is not mandatory, however, if you choose not to complete Signatures, Alto will contain scribe styled signatures for you
    • Leads Sources -  Additional sources from where you get applicants and vendor leads - i.e. Specific Websites, Specific Property Portals such as Zoopla etc
  3. Click Save changes to save your completed information  

 Warning

It's important to complete the Match Areas section - Match areas refer to the specific areas within which your branch(es) operates, i.e. the areas in which you market properties and the areas your applicants are interested in. These details are an integral factor in ensuring that the migration process is as successful as possible and it cannot start without them

Back to To Do list

Design

The Design page allows you to select your preferred style of:

  • Brochure
  • Window card
  • Browse Sheets 
  • Letters

It also allows you to upload your logos and select style elements for your letters. 

After submitting your preferences, our Design team will create example templates for you to review. 

Included within your Alto order are 10 branded templates split across your brochures, window cards and browse sheets.  

Template Selection
  1. Log in to My Account
  2. Click Design
  3. Click through Brochures, Window Card, Browse Sheet and Letters to display a variety of templates available for your review. Select your chosen templates in each section

    Screenshot_2021-03-05_at_12.33.43.png

  4. Click View PDF on each template to view them in greater detail 
  5. Click Add once you have decided on the most suitable template(s)
Custom Templates

If you prefer to use one or more of your current template designs for your brochures, window cards or browse sheets, this is possible if you click the  Custom Template icon.  

Any custom templates will be included in the 10 template setup total.

  1. To add a custom template to either Brochures, Window Card or Browse Sheet, click Add below the Custom Template option under the relevant heading
  2. In My Selected Brochures Templates, click Upload a File to upload a .pdf file of your Custom Template 
  3. You can remove a selected template by clicking Remove under My Selected Brochures Templates

Minimum Custom Template Requirements

  • 300 DPI print quality graphics

 

Letters

As part of your Alto order, we will provide you with a standard pack of sales and lettings letters, all of which can be viewed from within the Design section of My Account.  These letters will be preloaded into Alto and are fully editable, the process for amending and adding additional letters will be covered during training.

To view the letters:

  1. Click Letters
  2. Click View PDF under Vebra Alto Standard Letters to display the standard templates available

 Note

You can choose to purchase an additional Letting Center Notices, Agreements and Letters Pack in addition to the standard pack of letters. Speak with your Onboarding Coordinator if you wish to do so.

 

Custom Letters

You have the option to add up to four of your own letter templates.

Select the letters most integral to your day to day business, such as your Terms of Business (Sales & Lettings), Post Valuation letter and Instruction letters.  

If you prefer to use one or more of your current letter templates:

  1. Click Letters
  2. Click Add next to the corresponding template title and upload a Microsoft Word version of the desired template
General Details

The General Details section contains general design instruction which will be passed onto our Design team. To successfully complete this section, complete the following:

  • Fonts - Your preferred style of font to be used in all templates
  • Logos & Artwork - Click +Upload File to select your logos which will be applied to all created templates.  If you have multiple brands, ensure you ticket the tick box and upload artwork for all your brand
  • Letterhead - Click +Upload a File to select your letterhead, as these are required for the set up of a master document in Alto, onto which all email and letters will be created
  • Floorplan - The style of floorplan your agency uses when uploading to the portals or a brochure
  • Map - Your preference to include an image of a map or not on brochure templates
  • Pre-printed headed paper - Select if you will be using pre-printed headed paper printed from Alto
  • Notes & Design Preferences - The text box on the right side should be utilised to add any additional information, such as preferences or amendments which you wish to make to your selected templates, e.g. number of pictures on a template, using more or less information etc
  • PropertyFile - Complete the domain name to be attached to your PropertyFile account. List the branches which should be linked to PropertyFile. If you are switching from Jupix or Expert Agent and already have a PropertyFile domain you wish to keep, please flag this with your Onboarding Coordinator. 
    For more information on PropertyFile, click here

Once you have completed all sections in General Details

  1. Tick the box to confirm you have chosen your templates, specified requirements and uploaded the necessary files to finalise your design requirements
  2. Click Save changes

Back to To Do list

Design Sign Off

Once your selections have been submitted, our design team will begin work on branding your account. They will then upload the templates into the My Account, Design Sign-Off section.

You will receive an email from our designers asking you to sign in to your My Account, review the templates and advise amendments required. Once these changes are made, you are required to sign off the templates on the Design Sign-Off section. Once signed off, the template designs will be automatically added into your Alto account ready for you to use.

 Note

Please note there is a limit of three rounds of design amendments for brochures

Back to To Do list

Property Management & Accounts Preparation

 Note

If you do not offer Property Management, this section will not appear

This section is presented in a questionnaire format and focuses on your in-house client accounting procedures and processes. Once complete, this allows us to set up the accounting module as well as compile the relevant account and business details, onto Alto.

  1. Log in to My Account
  2. On Property Management Accounts Preparation, click Click Here to access and make changes
  3. Once you have made all the changes to the relevant sections detailed below, click Save changes
Bank Accounts
  • A Client Account is a specific type of bank account that you open with your bank. Alto is Client Accounting software, and is designed to operate with a designated Client Account. You will need to check with your bank that you have a Client Account set-up, so that this can be used with Alto.
  • Click Yes/No as relevant to each question
  • Click Add to complete additional bank account details if you operate more than one client account
  • Notes boxes allow you to add any additional information, i.e. your bank and VAT Registration number(s)
  • Click the dropdown menus and select the relevant information, as required 
  • Click + Upload a file if you generate a BACS file to make payments through your bank

 Warning

Due to Covid-19, some banks are delayed in setting up new Client Accounts. Please alert your Onboarding Coordinator if you do not currently have access to a Client Account such that you can discuss any impact to your installation timeline

Accounting Practice
  • Click the dropdown menus and select the relevant information, as required 
  • Click Yes/No as relevant to each question
  • Notes boxes allow you to add any additional information, i.e. the name of your accounting system
Property Management
  • Notes boxes allow you to add any additional information, i.e. the number of your active tenancies
  • Click Yes/No as relevant to each question
General
  • Click Yes/No as relevant to each question
  • Notes boxes allow you to add any additional information, i.e. the name of your deposit schemes
  • Click the dropdown menus and select the relevant information, as required 
Take On Procedure
  • Click Yes/No as relevant to each question
  • Tick the boxes to agree to the comments
Other
  • Notes boxes allow you to add any additional information
Signed by
  • Tick the box to agree to the comment
  • Complete the notes boxes to fill in your First Name, Surname and Job Title

Back to To Do list

Property Management & Accounts Configuration

 Note

If you do not offer Property Management, this section will not appear

This section focuses on listing your users and the levels of their accounts permissions/access.

  1. Log in to My Account
  2. On Property Management and Accounts Configuration, click Click Here to access and make changes
    • A list of users with permissions:
      • Click Add for each additional user who will have an Alto licence
      • Enter their Name and Job Title
      • Click the dropdown menu to select their User Access Level 
      • Tick if they will be attending one or both of the PM and Accounts training sessions
    • The implementation process for Property Management and Accounts:
      • Read through and review the information
    • Signed by:
      • Tick the box to confirm that you're an authorised representative of the company and that you've read and completed the above information
      • Complete the notes boxes to fill in your First Name, Surname and Job Title
  3. Click Save changes

Back to To Do list

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