Landlord User Guide - Manchester Student Homes
Contents
1. navigation button on the left hand navigation menu will launch the add property wizard which will guide you through the adding of a new property Step 1 Step 1 You must first enter the postcode of All fields highlighted in grey will be displayed on site Required Fields the property and press the ICK l Add i desta button You will then be presented with a list Select a Agent Landlord AN 4 gt Mr A Landlord y ae of properties where you must select the ostcode Click to find to find i E correct address Selecting the address will then populate the address fields for you Once you have selected the correct address Please Note You sad e hel PES gt ade rc the address press the button to move on to Step 1 of 3 step 2 of the wizard Studentpad 2011 Page 4 Please Note if the address is not displayed how you want it to please contact Support studentpad co uk with details of how you would like it to be displayed and we will amend it on your behalf Step 2 Address Agent Mr A Landlord LAN1 House Number Name Street1 1 Rental Street Street2 Rental Village Step 2 is broken down into many areas and own Rentsville aera is dependent on your organisations UT piece Select configuration Below are some examples of the areas you may see Main Details Accommodation Type Please Select v Living Arrangement Please Select Total number of bedrooms Please not2. software as opposed to those made directly to you via email or telephone Add Task The student management area is split into three key areas Clicking the Add Task navigation button on the left hand navigation menu will all you to add a task to your to do list for the student management area The to do list will be covered later in the manual Y co Account My Settings system Settings Contacts Contact Type Title First Name Surname Email Tel Home Tel Work Mobile House Number Name Street 1 Street 2 Town Postcode Home My Communications You have full control over your settings which can be viewed and changed in this section Any changes you make to these settings will take immediate effect Clicking on My Settings will take you to the following screen Standard Contact PF Mr Landiord A Mr Landlord A Assistant Mr Add new contact Landlord A landlord stundentpad co uk 01482 567890 5 Landlord Street Landlordville watt Delete Contact Update Contact Studentpad 2011 From here you can update delete and add new contacts or contact information By default the agent landlord account details will be saved as a Standard Contact We have provided you with the ability to add more than one contact against your account This for example would allow you to show a different contact for the university to
3. website Property Communication Journal Clicking on the Property Communication Journal navigation button form the left hand navigation menu when available will allow you to view a communication record relevant to the selected property Please note that the system automatically adds a communication journal to record the email or letter sent by the organisation using the Studentpad mailshot software Content Description Email Mail Shot A User 21 09 2011 System generated mail shot sent by email Letter Mail Shot A User 18 08 2011 System generated mail shot Email Mail Shot A User 210712011 System generated mail shot sent by email The information here will show the following information for reference only Studentpad 2011 Page 8 e Method This is the method of communication such as email or telephone call e Content This is the subject of the communication such as certificate expiry warning e Description This is free text that the organisation can enter any information they feel is necessary such as the contents of the telephone conversation Add Task Clicking the Add Task navigation button on the left hand navigation menu will allow you to add a task to your to do list without leaving the page you are on The to do list will be covered later in the manual nl i Reports Reports Ail The reports menu on the left allows the report lists to be selected and displayed on the righ
4. Return button will direct you back to report menu page you originated from Pressing Actions gt the Actions ss button will open a drop down list This will generate a download that will open in Microsoft Excel Wa Y To Do List To do List The to do list is your personal task list It acts as a personal organiser and allows you to add reminders to the system which are displayed in chronological order The to do list is also available in many of the other areas of the software If you are in a specific area of the software then only the tasks relating to that area will be displayed The To Do List area has just two sections Home Clicking the Home navigation button on the left hand navigation menu will display the full to do list It shows the current tasks with completed tasks below Priority Status Area Reference Description Deadline Contact m Agent Contact all landlords informing them of 1441 Landlords Low Outstanding andiord pad 30 11 2011 Priority Status Area Reference Description Check Status Low Complete Property Check that the landlord has cleaned the property 24 10 2011 The To Do List Home View is the only to do list that will show all tasks regardless of area Add Task To do items have the following fields e Title This is the title of the item e Area This is the area of the software the item relates to such as Agent Landlord or Property e Status This
5. Studentpad Landlord User Guide A guide to using the Studentpad software for Landlords stuclantpad Steve Borman 11 15 2011 Studentpad User Manual Contents MOGUC CUON AA Ae o E O dee a 2 Moa ol E o O ou ccau acer ccumanemsccuedcenawacdu cu auen tou seancumsaneentenaueueumnaccualesacseceseausuce 2 TC AYO o cor ee EEC OE O O_o POE RO 2 A a UT e E EE 3 Property Manademen Eiursrsi drops iii ico dro iaroiro 3 ADIOS aia 4 AGO TOPS tantas 4 E E A o e EEE o EE e e o o O ENE EEE 7 Re Qu Verse A FTO ooo a a 8 EGIG PODER iii 8 PFOPerty Communication JOUNIN 8 AJO TOS aca AAA AAA AAA AA AAA AAA 9 RODOMStmiraatacaladaicnada lvistedad sind dela coladc a isirto delicada dadansdadoiaer A E T dais aid datada dsd 9 PODY FOPO ero veria iaa ic es 9 Generalting REDON Ss E E E E A E A E A E E A E A ita teca 9 ACUO S apart NRO RO EREE 10 TOCO H SEn E EEE EE re E EEE Tet A rer re EAE 10 o A e o E E E E 11 POPE VICWING A SUOS aoaaa E O E E E 11 staent Mano E aa 12 Student E a LIGE ci 12 AGO TI E SE o o e reo O O E E E 12 A COUDE a T E E E T 12 A o A E A E EE 12 erR Cia OO dadas 13 OSA EE E EE E T E EE E TTE est T E A T E TTE T TT TT 13 Studentpad 2011 Page 1 Introduction The aim of this document is to provide guidance on the use of the Studentpad software from the Landlord s point of view The manual is separated into the key areas of the software and will have screen shots wherever possible Please Note These instructions are based
6. ar basis such as how many rooms are available and the rent This part allows you to determine for which period the property and advert information is displayed on the front end to the students This information is added in the third stage of the three stage wizard You only need to add the property to the system once no matter how many times it requires advertising on the front end website Each property can then have multiple adverts For example you may want to add one advert for each term year or multiple adverts running parallel but for different details such as a rent which includes utilities such as gas or a rent where the tenant pays for these on top of the rent Properties cannot be deleted by a landlord please contact your university accommodation office to remove a property from the database Studentpad 2011 Page 3 Please Note that some of the information that has been added to the property section is displayed on the front end of the website The advert part in essence allows you to determine when the property is available and when you would like the advert to run from Property Actions needed No property selected Properties which expired in last x days click here Property Management A Peso deine an tee Find Property Property List Property Search View property list Readvertise a Property Recently Added Properties Agent Landlord House Number Name Street 1 Postcode Status Live Home From
7. are available to rent Step 3 is the advert stage A property will not display on the Al months are calendar month From To front end website without a current advert Adverts run for a set Do you omer a rive Dey week i amount of time as specified in the highlighted area There are puwis 3 three dates that need populating here Do you offer a price per week room Z E Let property to Individuals y Na e Available From This is the date the property is available o from and not when the advert is to run from e I would like my advert to run from This is the start A date of the advert The advert will not display on the front end fac san eye website before this date a ee TE e Advert End Date This is the last date the advert will El Electricity appear on the front end website and this date will be added by the Organisation administrator once you have submitted it and forwarded any relevant safety certification and payment where Contract Length Contract Type Not Selected z needed Retainer Per Person Available From Er would like my advert to run from Please Note The display on website option must be set to yes for the advert to appear on the front end website This option can be used when editing adverts to quickly remove them from displaying on the website if the property becomes let Advert End Date Display on website Enter as much accurate infor
8. can be either outstanding or complete e Priority This can be low medium or high e Deadline This is a required field and is the date the item should be dealt with e Description This is a required field and should be used to describe the task ad Save To save a task enter all the relevant information and press the al button If there are any criteria that can be altered they will be displayed above the report After changing any of the criteria you must press the button to view the updated report Please note that you do not have to filter the report date You can simply move on to the actions page should the initial unfiltered data be correct Studentpad 2011 Page 10 You can sort the report data by clicking on any of the column headers Pressing a column header once will sort the data by the selected column ascending Pressing the same column header a second time will descending gaara P Statistics i Statistics Statistics The statistics area gives you access to search and property viewing Property Viewing Statistics Property Viewing Statistics Clicking the Property Viewing Statistics navigation button on the left hand navigation menu will display a report of all properties that have appeared on the front end website and the area they appeared The report has filters available at the top where you can choose what to group by and the date range the report covers After changing any information p
9. e all fields marked with an Property Description asterisk are mandatory Number of Floors in Property e Address The main address details of the property Many fields are already populated however you can make some minor alterations to the House Number Name at this point e Main Details This is where you specify the accommodation type living arrangement and describe the property e Owner s This is where you can add any owner details An example of this is if an agency is advertising on behalf of a landlord and you want to record who owns the property These details are for reference only and do not appear on the front end website e Photographs This is where you can add as many photographs as you wish to help advertise the property The system will automatically adjust the size of the images for use on the front end website e Shared Facilities Are the facilities available to the whole household Example facilities are washing machine microwave bicycle storage etc e Private Facilities These are the facilities that are only available to the individual room such as en suite television telephone e Suitable For This area is where you describe who the property would suit for example smokers or families Enter as much accurate information as possible in each of the available areas When you are ready to move to the next step press the button Studentpad 2011 Page 5 Step 3 Adverts How many rooms
10. ise Then click on an advert to use as a base or click on the Add a new advert link to begin a brand new advert Adverts will need verifying by a university administrator before they will be made live on the website Please don t expect to them see them displayed on the website instantly Edit Property The edit property navigation button is only enabled when a property is selected There are many ways to select a property such as using the find property facility on the properties home screen or using the recently added properties grid on the properties home screen When editing a property the main screen area is divided into two key areas The top of the screen displays the advert block with the advert detail on the left hand side and the other adverts if any on the right hand side whereas the bottom of the screen displays the full property details There are multiple save buttons for simplicity to save you from scrolling the whole page down to the bottom just to save something at the top Pressing the button anywhere within the property area will save the while property not just the section where the save button is located Please Note Saving a property will not save any advert changes only the property information Please Note Any new properties adverts or changes to existing information that are made by you as a Landlord will require approval by the university administrators before the changes appear live on the
11. ll take you directly to the property form for that property From here you are able to view the status of the advert Recently Added Properties Agent Landlord House Number Name Street 1 Postcode Status studentpad test 2 Inglemere WIRE EG Awaiting End Dal Mo studentpad test 1 Worlds End Nurseries WRI 6M Approved LIVE Studentpad test 1 Worlds End Nurseries WREANGNJ Rejected Mo Approved Your property details have been approved and is showing live on the website Awaiting End Date This property is waiting for the university to enter an advert end date to make it live on the website They may be waiting for safety certificates from you or payment dependent on which university you wish to advertise with Studentpad 2011 Page 7 Rejected Properties If your property has been rejected by the university administrators you will see this in the property status By clicking on the property you will see the rejection notes below and can make the necessary alterations to have your property accepted Once you have made the alterations the property will return to the New Property Approval list Property Rejected You have specified an invalid number of rooms Please make any necessary alterations based on the above notes or contact the university directly to discuss this Re advertise A Property The list shows all of your properties that are eligible for re advertising Click on the property you would like to re advert
12. mation as possible and press the button to complete the add property wizard Alert Close Thank you for adding a property advert Your details have been successfully submitted and are awaiting approval Before your advert can go live you must provide the university accommodation office with 1 Copy of Gas Safe Register Corgi certificate aint ae Once the advert and property have been saved you will be presented 2 5 Properties 75 00 with a choice of what to do next 6 10 Properties 125 00 11 Properties Agency Business 250 00 Resident Landlords The alert will warn you as to whether you will need to make a Lit ocala payment or submit safety certification before your advert will be araa Regier placed live on the website The Old Flying Club Brough East Yorkshire HUIS 1EN You are then presented with a number of links offering you the opportunity to link to another part of the software Please check your property details on a regular basis to ensure they are kept upto date Add another advert for this property Return to property details Return to property management home Return to dashboard Studentpad 2011 Page 6 Adverts The adverts for a property are divided into three further areas Adverts Collapse How many rooms are available to rent 2471 01 11 2011 Duplicate Requires End Date All months are calendar month From To Sear Future Adverts Do you offe
13. n such as asthe num help sand e Student Management te Manage student details From here you can view all of your student accounts as well as change their account status The home pages are a link to the key areas of the software Both the classic view and dashboard view have exactly the same headers such as Property Management Clicking these headers will take you to the chosen area of the software which we will cover later in the manual The dashboard view has quick links which will take you to a specific area of the software such as direct to adding an agent landlord You can easily switch between the two home pages by clicking the link at the bottom right of the page highlighted above and the system will remember your choice the next time you log in even from a different computer device Both home pages show the To Do List The to do list is your personal notepad and its workings is covered later on in the manual l Property Property Management The property management area allows you to create and manage what we have termed properties and adverts The information that is added against each property is split into two a Property this is the main bulk of the information that relates to a property including its address and facilities It rarely changes The data for this part is added in two stages in the three stage wizard b adverts this is the information that often needs changing on a regul
14. o the chosen area of the software This area remains the same throughout the software e Left Navigation Blue This is the left hand navigation menu This menu changes to reflect the area of the software chosen from the top navigation area e Main Content Green This area will display the detail depending on which of the navigation buttons you clicked on Studentpad 2011 Page 2 Home Once you are logged in you will be presented with one of two home pages depending on your user preferences Dashboard View ei student Property Management oe student Property Management es a A A e e e i A Home Propert Home 1 History rome Q Prope Property Management gt To Do List A ae a T 2 To Do List A as AOS og Here you can manage your settings and details rty Management Account Management r Quick Links r Quick Links Add Property My Settings a Account Management Manage opery details new All Here you Can manage your semings and getas u n elete you fopeties mes You can also vet Statistics Statistics Ny information Student Information r Management From here you can access a variety of information such as help guids and ezines Quick Links Quick Links Manage ent details From Property Statistics s le of Charges here you can view all of your gaudent accountsas well as From here you can view datigics From here you can access a change their account tatus for searches and properties variety of informatio
15. on a standard configuration of the Studentpad software Your feature set may be different to the features described in this manual based on a standard configuration However this manual should provide a good guide to using the software for most organisations Please Note Throughout the software where there is a grid you can use the column headers to sort the data Clicking the first time on a column header will sort the data ascending Clicking a second time will sort the data descending D student Logging In tanuan Lame e In order to log into the system you are required to enter your email Email or Reference address and password You must also accept the terms and Password conditions which can be viewed online by clicking on the text View A Terms and Conditions The Layout The screen is divided into three main areas wy student Property Management To Do List Statistics f Student Management History Home Prop PropeN Actions needed No property selected Propertiesafhich expired in last x days click here Property Management A atado Add Property Find Property Property List Property Search View property list Readvertise a Property Recently Added Properties Agent Landlord Street 1 yrostcode Status Live e Top Navigation Red This is the top navigation area consisting of a tab strip Clicking any of these will take you t
16. r a price per Week person Historic Adverts Month Do you offer a price per Week room e Current Adverts These are adverts that that will be displayed on the front end website if an end date has been specified Active adverts will display the key Active and those that require an end date will display the key Requires End Date as shown above Clicking on any advert will load the advert details into the left hand detail block You can add the advert end date here if required without going through the vetting processes e Future Adverts These are adverts where the start date is later than today and therefore are not yet active adverts and do not display on the front end website e Historic Adverts These are adverts that have expired and therefore no longer appear on the front end website Historical adverts cannot be edited By default when the edit property page is loaded the latest advert will be automatically loaded however if you want to create a new advert there is an Add new advert link within the current adverts container on the right hand side of the screen Click this link to start a new blank advert To save an advert press either the mi button or the depending on whether you are adding a new advert or updating an existing one Please Note Saving an advert will not save any property changes Property List Clicking on a property in the list wi
17. ress the the data button to refresh Group By Start Date 22222 End Date _ Property 01 08 2011 Ea 1411 2011 AE E a Re Agent Landlord Property Address search Results View Map Results View Details View Totals A Landlord 1 Landlord Street 43 3 46 Po a Jn ri Ai a a The following columns of information are available e Agent Landlord Showing company name or Agent Landlord name if no company name present e Property Address e Search Results View The number of times the property has appeared in the search results e Map Results View The number of times the property has appeared in the search results using the map view e Details View The number of times the property details have been viewed in full e Total This is the total number of searches and not the total of the previous columns For example a search that filters on Accommodation Type and Living Arrangements is still only one search so will increment the total by one It will also increment the Accommodation Type and Living Arrangements columns by one each Studentpad 2011 Page 11 Student Management Student Management Student Management Student Enquiries List Add Task Student Enquiries List Clicking on the Student Enquiries List navigation button on the left hand navigation menu will display the full list of students that have made online enquiries These are enquiries that are made via the Studentpad
18. t Once the list is displayed click on the Property Reports required report to display the results Displayed Reports EE E The reports are split into property reports and agent landlord i reports Electrical Certificate Reports HMO Reports Property Reports The property reports are further divided into areas The areas are e Displayed Reports These contain reports showing information about the properties displaying on the front end website or those that are not currently displaying e Gas Safety Certificate Reports These reports help you to identify properties with expired gas safety certificates or those that are due to expire e Electrical Certificate Reports These reports help you to identify properties with expired electrical certificates or those that are due to expire e HMO Reports This report shows properties with without HMO 3 stories and above and 5 or more beds Generating Reports Clicking on any of the links to generate a report will display the chosen report An example report is displayed below Showing all expired properties All Agent Landlords Report Criteria Accommodation Type Living Arrangement Any Accommodation Type Any Living Arrangement gt Skip to Bottom Post Code Adverts Beds Avail Display Until Action Studentpad 2011 Page 9 Actions At the foot of every report there is an actions panel Actions is Pressing the
19. tact There is also a link button where you can add a new contact My Communications My Communications shows a log of all the communications sent to you from the university Information Information Home The information area is split into two sections scale of Charges User Guides Scale of Charges Clicking on the Scale of Charges navigation button on the left hand navigation menu will display details of how much it costs to advertise on Studentpad what information needs to be provided and details for the main point of contact User Guide Clicking on the User Guide navigation button on the left hand navigation menu will display the list of available user guides Click on a guide to download it Studentpad 2011 Page 13
20. the home view there are four key areas showing the address of the properties e Actions Needed This panel will show any property adverts that are awaiting approval such as adverts that require the University administrator to enter an end as well as a link to a report that shows which properties have adverts that have recently expired Clicking the Click Here button will take you directly to the relevant page e Edit Property This panel is a simple property search to allow you to select a property to edit Enter any information you have about the property such as the street name and the system will attempt to locate the property for you Alternatively you can click the View Property List link that will show you all the properties in the system in alphabetical order e Recently Added Properties This panel shows the ten most recently added properties the current status and whether they have a current live advert displayed on the website You can click the View All link to show all properties and revert to the top ten by clicking the View Top 10 link when viewing all properties There are many customisable reasons a property will not be live such as not having an advert with the current dates or missing a gas safety certificate Having the system remove adverts from the website based on safety certificate rules etc are definable by your organisation e Todo List See Below Add Property Clicking the Add Property
21. use to contact you whilst allowing you to display another contact on the website for the person who would show potential tenants around the property Contacts can be defined as one of the following five types Page 12 e Standard Contact This is the default contact information and is required This contact information will be displayed with the property and used in any mail shots unless an override contact is added as described below e Website Contact If available this contact information will be displayed with the property information on the front end website where users search for properties instead of the standard contact information e University Contact This is the main detail that the university will use to contact you and will be used for mailshots also instead of the standard contact information if a mailshot contact does not exist e Mailshot Contact If available this contact information will be used instead of the standard contact for all mailshots The mailshots will look for a mail shot contact first followed by a university contact and finally a standard contact e Additional Contact This is a contact for reference only and does not appear anywhere else within the software Existing contacts are displayed to the right of the current selected contact information as highlighted above Clicking on any of the contacts will display the contact information in the left hand form where you can edit the detail or delete the con
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