A tutorial video on the Owner Portal has been recorded and is available for distribution to clients, including both landlords and property owners who are selling their properties. The video may be shared using the following link:
1. What the portal looks like
When an owner logs in to their portal, they will be presented with a dashboard containing information/documents relating to their property(s). If they have multiple properties in a portfolio, they will first have to select which property they wish to look at. The widgets displayed will vary depending on whether the property is a letting or sales property.
If you would like to show or hide lettings or sales properties from all owners' portals, or if you want to edit the displayed widgets, please email your request to [email protected].
1.1 Lettings widgets
There are several widgets on the lettings property dashboard relating to both the financial and general aspects of the property. A brief explanation of how each widget works is provided below for reference:
Property statement: Allows the landlord to generate their own statement.
Property balance: Lists the history of transactions associated with the property and provides the total amount due to the owner.
Tenant balance: Lists the rent payments against the days expected and will show any outstanding balances from the tenants.
Landlord float: The running balance of the float and any associated expenses that have been subtracted from it.
Future deductions: The total sum of items not yet deducted.
Statement documents: A copy of each statement generated for this property will automatically be added to this folder.
Documents: Any other relevant documents can be manually copied across to this widget by the agent. See Section 3 for further information.
Certificate documents: Shows any safety certificate files uploaded against the property.
Inspection documents: Lists any inspection documents uploaded against the property.
Inspection reports: Lists any inspection reports added against the property.
Tenancy documents: A copy of each tenancy agreement generated for this property will automatically be added to this widget folder.
1.2 Sales widgets
There are four widgets on the sales property dashboard relating to general aspects of the property:
Current offers: Allows the owner to view all offers made for the property.
Future viewings: Lists all past and future viewings for the property.
Viewing feedback: Allows the owner to view feedback from viewings.
Documents: Any other relevant documents can be manually copied across to this widget by the agent. See Section 3 for further information.
2. Owner login details
2.1 Sending an owner their login details:
Go to Owners > View owners/landlords
Within the Action column, expand the dropdown and select Email login details
This email will contain the username and password for the owner/landlord along with the web page URL link to the owner portal.
Using these instructions, you can try logging in as an owner yourself to see how the portal looks before you give out the details. We recommend that you are comfortable with the financial side of the system before giving your owners access.
2.2 Regenerating a password
If an owner is having trouble logging in, a new password can be generated by following the below steps.
Go to Owners > View owners/landlords.
Within the Action column, expand the dropdown and select Regenerate password.
The page will then refresh, and a message will appear confirming that a new password has been generated for this owner.
Re-open the Action dropdown menu and select Email login details. This email will contain the owner's new password and their username and the URL link to the owner portal login page.
3. Copying documents to the owner portal
There is a Documents widget where any relevant documents can be copied to. To copy a document to the owner portal:
Go to the View uploaded files page by following either of the options below, depending on whether the property is on the lettings or estate agency system:
For lettings properties, go to Lettings Properties > View properties > in the View column, expand the dropdown, and select View uploaded files
For sales properties, go to Sales Properties > View available properties > in the Actions & Views column, expand the dropdown, and select View uploaded files
This page is separated into tabs depending on different document categories.
Locate the relevant document.
To view the individual files within a folder, select the icon in the View documents column.
To send a copy of a document to the owner portal, select the icon within the Copy to landlord area column.
To remove a copied document from the portal:
Go to View uploaded files for the relevant property
Open the Owners & Tenants tab
Locate the Owner accessible documents folder - this contains all the documents that have been copied to the owner portal
Click on the icon within the View documents column
Locate the document to be removed
Click on the red cross within the Delete column
Please note, this will remove the document from the owner portal only, and the original copy of the document will not be deleted.
4. Linked team member card
There is an option to include a contact card for each property record within the portal. For lettings properties, this will display the most recently linked property manager, and for sales properties, this will display their negotiator. In the event that a negotiator has not yet been assigned, the valuer will be displayed.
This widget includes an image of the respective employee, their first name and surname, and their preferred contact number. The Email me button uses the employee's preferred contact email address. Each of these are pulled from the employee's record within their SME Professional system.
To link an employee to a property:
Go to the View properties page by following either of the options below, depending on whether the property is on the lettings or estate agency system:
For lettings properties, go to Lettings properties > View properties > in the Action column, expand the dropdown and select Link to employee
For sales properties, go to Sales properties > View available properties > in the Action & Views column, expand the dropdown and select Link to employee
Select the name of the employee to be linked and their role
Click Submit
Please contact our support team if you wish this enabled.