Room groups allow agents to group together multi-room properties such as HMOs or student properties, enabling centralised property management from the lead property record. Grouping property records together in a Rooms group allows the agent to copy images and documents from the lead property to the linked properties in bulk and to send bulk communications to all tenants linked in the group.
Room groups should typically be constructed with a lead property record, such as 12a Smith Street, with the linked properties being the rooms within the property, such as Room 1, 12a Smith Street and Room 2, 12a Smith Street.
Note: Room group management:
Each property can only be included in one Rooms group.
Properties can be added or removed from a Rooms group at any time.
Room groups can be deleted at any time.
Properties that are part of a Rooms group can also be included in a Statement group.
If a property that is already part of a Statement group is added to a Rooms group, the properties that are linked in the Statement group will not be automatically included in the Rooms group.
1. Creating a Room group
Go to Lettings properties > Manage grouped properties > Room groups.
Click the +New group button.
Select the lead property from the dropdown menu.
Note: this list will not include properties that are already included in a Room group.
Select the properties you wish to link to the lead property from the multiselect dropdown.
Click Add new group.
The group will appear on the manage groups page.
2. Editing a Room group
To view Room groups, go to Lettings properties > Manage grouped properties > Room groups.
3.1 Changing the lead property
Locate the group you wish to edit.
Click the Edit pencil icon under the Edit column for the group.
Select the new lead property from the Lead property dropdown.
Note: only properties that are currently part of the group will show in the dropdown.
Click Review to view the changes made.
Click Confirm to save the changes, or Return to go back to the previous edit screen.
3.2 Adding/removing linked properties
Locate the group you wish to edit.
Click the Edit pencil icon under the Edit column for the group.
To remove linked properties, click the x next to the address of the property you wish to remove in the Linked properties multiselect box.
Click Review to view the changes made.
Click Confirm to save the changes, or Return to go back to the previous edit screen.
3.3 Deleting a group
Locate the group you wish to edit.
Click the X icon under the Delete column for the group.
Click Yes on the Confirm dialogue to delete the group.
3. Lead property record
3.1 Bulk tenant communication
When selecting the following options from a lead Rooms group property, all tenants linked to the linked rooms will be included in the communications.
View properties > Action dropdown > Email current tenants
Maintenance > Action dropdown > Email tenant(s) notice
Maintenance > Action dropdown > Text tenant(s) notice
Maintenance > +Work order > Tenants section
Inspections > Tenant informed email icon
Inspections > Tenant informed SMS icon
Safety certificates and compliance > Instruct work dropdown > With tenant contact details (invoice in landlord's name)
Safety certificates and compliance > Instruct work dropdown > With tenant contact details (invoice in company's name)
Safety certificates and compliance > Instruct work dropdown > Advise tenant
Viewings > Action dropdown > Email current tenants
Viewings > Action dropdown > Text current tenants
Template documents > Select lead rooms property > Tenants tab
3.2 Images and documents
When properties are linked in a Rooms group, the user can upload images and documents to the lead property, then copy these to the linked properties from the lead property, instead of having to upload the same images to multiple property records.
Copying images to linked properties
Go to the View property images page for the lead property.
Select the images you wish to copy to linked properties.
Click the Copy to linked property button.
Note: this button will only appear on a lead Rooms group property.
Select the linked property/s to copy the images to from the multiselect dropdown.
Click Submit.
Copying documents to linked properties
Go to the View documents page for the lead property.
Select the documents you wish to copy to linked properties.
Click the Copy to linked property button.
Note: this button will only appear on a lead Rooms group property.
Select the linked property/s to copy the documents to from the multiselect dropdown.
Click Submit.
3.3 Property overview
On the property overview for a lead Rooms group property, additional information will be shown on the page.
Lead Rooms group properties will show a ‘Rooms group (Lead)’ tag underneath the Property overview header.
Linked Rooms group properties will show a ‘Rooms group (Linked)’ tag underneath the Property overview header.
The Tenants tab will show all tenants that are linked to all linked rooms.
The Guarantors tab will show all guarantors that are linked to all tenants in linked rooms.
The Key log tab will show all key movements for all linked rooms.