A guide to the most common safety certificate queries.
1. Can I email all instructions for one property in bulk?
Go to Lettings properties > Safety certificates and compliance.
In the Email column, expand the dropdown menu.
There are a number of different Instruct work emails available to choose from depending on what contact details are to be included (none, tenant's or landlord's) and who the invoice should be made out to (landlord or agent).
If there is more than one certificate type due for renewal for the same property and same contractor, then the pop-up below will appear for the user upon selecting one of the instruct work emails.
The user can then select all the relevant certificates to be included in the email to the contractor so they do not need to send an individual email per certificate renewal.
Note: The following criteria must be met in order for this pop-up to appear:
The expiry date of the certificates are +/- 90 days from the current date
All certificates are for the same property
All certificates are assigned to the same contractor
2. Can I send a reminder/chase email?
Go to Lettings properties > Safety certificates and compliance
Locate the safety certificate
In the Contractor column, click on the contractor's name
A pre-populated email will be generated requesting an update from the contractor
3. Why is there an option to set certificate dates two months into the future?
Users can set the certificate date for Landlord Gas Safety certificates up to two months in the future. This update was made in response to legislative changes.
Gas Safety (Installation and Use) Regulations 1998 (GSIUR) as amended.
Approved Code of Practice and guidance
Date of publication:
2018
ISBN:
9780717666744
Series code:
L56 (Fifth edition)
The Gas Safety (Installation and Use) (Amendment) Regulations 2018 came into force on 6 April 2018.
This Approved Code of Practice and guidance gives advice on how to meet the requirements of GSIUR and the amending regulations. This guidance is for anyone who may have a duty under the Gas Safety (Installation and Use) Regulations 1998, including those who install, service, maintain or repair gas appliances and other gas fittings. Landlords also have duties under these regulations.
Changes to the legislation
The changes to GSIUR, which do not relax regulatory requirements or reduce safety standards, are to:
Introduce a degree of flexibility to the timing of landlords' annual gas safety checks. This change means that landlords can carry out the annual gas safety check in the two months before the due date and retain the existing expiry date. This avoids landlords waiting until the last minute and not gaining access, or having to shorten the annual cycle check to comply with the law. There is no change to the legal requirement for an annual gas safety check or for maintenance to be carried out
4. Why do Legionella certificates default to 1 year?
The validity period for Legionella risk assessments can differ depending on the outcome of the reports, therefore, the default has been set to one year. It is recommended that users should always double-check information before submitting it to SME Professional. Expiry dates can be amended when adding a new certificate or a renewal certificate.
The Health and Safety Executive's guidance on Legionella risk assessments varies depending on the water system and circumstances. There are recommendations for regular checks, at least once a year or at least every two years, as a minimum. More complex water systems and higher-risk situations that have been assessed should be re-assessed more often i.e. every three months if cooling towers or other complex systems are involved.
5. How to send a full list of renewals required for multiple properties to one contractor?
Go to Admin > Exports
Select the Bulk safety certificates for renewals option
Set the required date in the pop-up
The report will be generated and downloaded to your computer as an Excel spreadsheet
The report can be filtered by Contractor name located in column O1
The full list of safety certificate renewals for multiple properties can then be sent to the required contractor
6. Can I add a certificate type that isn't listed?
Should a certificate type be required that is not currently available, the safety certificate can be added using the 'Other' type option, with the Comments field used to specify the certificate type.
Go to Lettings Properties
Select Safety Certificate and Compliance
Click + Certificate
Fill out the required details
For Certificate Type, select Other
In the Comments box, type the name of the certificate type you'd like to use
Click Submit