Emailing a new or renewed safety certificate to tenant(s)
When a PDF safety certificate is uploaded during the creation or renewal of a safety certificate, users can email it directly to tenants.
To send a newly renewed safety certificate to the relevant tenant(s), follow the steps below.
Go to Lettings properties > Safety certificates and compliance
Locate the relevant certificate
Select the tick in the New certificate received column
Enter the certificate details
Upload the PDF certificate
Once the certificate has been uploaded, the option to 'Email new certificate to tenant(s)' will appear at the bottom of the page, as shown below.
After Submit or Submit and add invoice is selected, a pre-populated email to the relevant tenant(s) will appear, with the certificate attached.
Similarly, the 'Email new certificate to tenant(s)' option will also appear upon selecting the Upload PDF Certificate option when creating a new safety certificate record.
Attaching PDF certificates to the Signable envelope
For clients who use both our tenancy pack functionality and Signable integration, this update will allow users to attach EPC or other certificate files to a tenancy before it is created.
The selected certificates will be added to the generated Signable envelope, which means that, along with receiving the tenancy agreement and relevant pack documents from Signable for signing, the tenant will also be able to view the attached certificates.
How it works
1. Selecting certificates to attach
On the Create tenancy page, once the relevant property and tenancy pack have been selected, the Select certificates to include field will become available (shown below).
Clicking on the + icon will bring up the new pop-up below, which is split into two tabs: EPC and Certificates. Any PDF documents previously uploaded to the EPC or Certificates folders for the property will be displayed here.
To include a certificate in the Signable envelope, tick the checkbox within the Select column for each certificate. Once all required certificates have been selected, click on Submit.
Note: We recommend avoiding full stops in certificate file names to ensure the file is recognised and sent correctly through the Signable integration. For example, hyphens should be used instead of full stops if a date is included in the certificate's file name.
The filenames of the selected certificates will be displayed on the Create tenancy page for reference (as shown below).
Once the user is happy with the selected certificates and the required tenancy fields have been updated, they can proceed to create the tenancy as normal, clicking on Create tenant documents or Create documents and email.
Note: The selected certificates can be changed by clicking on the + icon again, updating what certificates are ticked and then clicking on Submit.
2. Checking the Signable envelope
On the View open Signable documents page (which opens automatically when creating a tenancy for electronic signing), users can see which documents have been added to the Signable envelope by clicking the arrow icon.
As shown below, this example tenancy envelope consists of the tenancy agreement, a How to rent guide (from the selected tenancy pack), and an EPC certificate.
Once reviewed, the documents can be sent for signing by clicking on the tick within the Send column.
Note: We recommend that all documents be reviewed prior to sending.