1. View owners/landlords page overview
The Owners > View owners/landlords page services both the lettings and sales sections of SME Professional, so sales owners and lettings landlords can be viewed/managed on the same page.
There is a View filter dropdown on the View owners/landlords page's which can be used to view lettings landlords or sales owners alone.
Note: One owner/landlord record can be linked to both lettings and sales properties, so if one of your clients has both properties for let and property for sale, all their properties can be linked to the 1 owner/landlord record.
2. Adding a new owner/landlord record
Note: The property record should be added before the owner/landlord record. For further guidance on how to add a new property, please click here.
Go to Owners > Add new owner/landlord
A blank owner/landlord record will then appear to be completed
At the top of the record, there are various tabs and each tab contains important fields relating to the owner/landlord which need to be updated
To create the new owner/landlord record, click on the Submit button at the bottom of the record
The fields held within each tab are mostly self-explanatory; however, we have outlined some brief guidelines for reference below.
2.1. Owner details tab
Client status section
Using the status dropdown, set the owner/landlord's status to either Enquiry, Current Client, Past Client or Unsuccessful Enquiry.
Residency field
Use this dropdown to set the current residency of the new owner/landlord.
If their residency is set to Abroad, enter the exemption number/NRL number (if applicable) for the Non-UK resident landlord and if withholding tax is to be deducted, tick the deduct withholding tax checkbox.
Note: If a landlord lives abroad for more than 50% of the year, they are classed as a Non-Resident Landlord (NRL) and liable to pay Withholding Tax (20%) of their gross income, unless they are exempt.
Name section
Within this section, set the title, first name and surname of the owner/landlord, and a preferred calling name and previous name.
Telephone details section
Phone numbers for the owner/landlord can be set here, including their home telephone, mobile telephone and their work telephone.
To set the client's preferred contact telephone number, click on the Set as preferred button next to any of the telephone data fields.
If your system is set up with the BulkSMS integration, the mobile telephone number set will be used to send text messages to the owner/landlord directly from SME Professional.
If you would like to further information on our integration with BulkSMS, please click here.
Email addresses section
Email addresses for the new owner/landlord can be added here, including two personal email addresses, a work email address and an 'Other' email address
To set the client's preferred contact email address, click on the Set as preferred button next to any of the email address fields. The email address set as preferred will populate the 'To' field when sending emails to the client.
The secondary email for statements field is optional and can be populated with any additional email addresses that statements should be sent to (eg the landlord's accountant)
Addresses section
Within this section, the home address, work address and an 'Other' address for the owner/landlord can be set.
Please note that the address you set as the owners' preferred address will pull through to correspondence generated on SME Professional.
2.2. Other details tab
Other details section
Other details regarding the new owner/landlord can be added here, such as their Date of birth, Place of birth, Economic status etc
Landlord registration number(s) section
A landlord registration number can only be added once the new record has been created and the owner/landlord linked to the property(s) that they own.
For guidance on how to add a landlord registration number, please click here.
Marketing consent section
Set whether or not the owner/landlord has consented to receive general marketing updates from your company.
Sign-up details section
Enquiry source: Used to log the source of the enquiry.
Initial presentation date: The date when the business was initially presented to the owner/landlord trying to win their business.
Sign on date: Used to log when the owner/landlord agreed to sign up with your company.
2.3. Emergency Contacts tab
Within this tab, information for up to two emergency contacts can be added, including their name, contact details and address.
2.4. Contacts tab
This section can be used to hold details regarding the owner's lawyer and accountant if required.
This information is for internal reference only and accountant/lawyer details should be added against the property record for use throughout the system.
While adding a new owner/landlord, only one accountant and one solicitor can be added. However, once the new record has been saved, additional contacts can be added by clicking on the Add new contact link. Please see section 3 for guidance on how to edit an existing owner/landlord record.
2.5. Bank details tab
This tab can be used to store bank details for the owner/landlord.
Important note: This section is for reference purposes only and will not be used by the system to make payments to the owner. To make payments to the owner, their bank details need to be stored within the property record's finance tab.
3. Editing an owner/landlord record
Go to Owners > View owners/landlords
Locate the owner/landlord in question
Click on the pencil icon within the Edit column.
Click on Disable read-only mode.
Amend fields as required
Click Update owner to save any changes made
Video tutorial