Studentpad. Landlord User Guide. A guide to using the Studentpad software for Landlords.

Transcription

1 Studentpad Landlord User Guide A guide to using the Studentpad software for Landlords.

2 Studentpad Landlord User Guide Table of Contents Introduction... 3 Logging In... 3 Home... 4 The Layout... 4 Alerts, Fees, To Do List and Services... 6 Properties... 7 Property Management Home... 7 Add a New Property... 8 Add a New Advert... 9 Edit Property Re-advertise a Property Property Details Property Documents Property Reviews Property Communication Journal Add Task Alerts Messages Financial Landlord Zone Inventory Landlord Documents To-do List Resources Landlord Forum Information Settings My Account settings Communications Log Datafeed Set-up Advertising Statistics Reports... 22

3 Introduction The aim of this document is to provide guidance on the use of the Studentpad software, from the point of view of a Landlord. This manual is separated into the key areas of the software and will have screen shots wherever possible, to provide a visual explanation of the instruction that has been given. Please Note: These instructions are based on a standard configuration of the Studentpad software. Your feature set may be different to the features described in this manual. However this manual should provide a good guide to using the software. Please Note: Throughout the software, wherever a grid is present, you can use the column headers to sort the data. Clicking once on a column header will sort the data in ascending order. Clicking a second time will sort the data in descending order. Logging In In order to log into the system you are required to enter your address and password. You must also accept the terms and conditions, by clicking tick within the box, these can be viewed online by clicking on the text link [?]. If you select stay signed in this will prevent you logging in and out repeatedly, we do not recommend this if you are using a shared computer, again click on [?] for further information. In the top left hand corner you will see [Forgotten Password] this is where you would reset your password, should you for any reason have forgotten it. This will then request the institution via a dropdown list and for you to enter your address, you will then be sent an with a link to set up a new password.

4 Home Once you are logged in you will be presented with one of two home pages depending on your user preferences. 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 Properties. Clicking any of these headers will take you to the chosen area of the software and its relevant subtexts, the dynamic of this page will be the same in either option be it classic view or dashboard. You can easily switch between the two home pages by clicking the link at the link in the middle right of the page (circled above) and the system will remember your choice the next time you log in, even if it is from a different computer/device. The Layout

5 Top Navigation (Red) This is the top navigation area consisting of a tab strip. Clicking any of these will take you to the chosen area of the software. This area remains the same throughout the software. 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. Main Content (Green) This area will display the detail depending on which of the navigation buttons you clicked on. Right Navigation (Yellow) See icons below. If you select this icon you will be taken to a new page with the Studentpad website for the account you are logged into. This shortcuts to the internal messaging system within the Studentpad software, so you may view messages quickly. This icon will shortcut you to any of your settings you may need to view or change This allows you to short cut back to a previous tab as you can view your history, select where you would like to return and it will navigate you to that page.

6 Alerts, Fees, To Do List and Services Alerts On the Left hand side bar you will find the Alert system, for example messages regarding gas safety alerts, any changes, property enquiries, approved adverts and properties. Fees This will show you any outstanding fees. To Do List Should there be anything you wish to do, you can add your own tasks, with the ability to prioritise them and apply deadlines, and these will then be visible in a list. Once you click on any task in the link box you will see them appear in the centre of the screen. (Below). Services Here you will find any services we think may be of use to you. You can also find the services area under the resources tab on the top left navigation of the page. Example of Task Management (To Do List)

7 Properties The Properties tab is where you can access and manage all aspects of your registered properties. To navigate around the property management area use the menu located below the selection (shown above) or once in an option you can quickly navigate to relevant areas via the left hand menu, see Property Management Home. Property Management Home From the home view you will see the following key areas. Add a new property Click to add a new property on to the system. Re-advertise an existing property To view previous adverts and select a new start date. Alternatively you can start a new advert. Stop and Advert To stop an advert from running for any properties. Property List View a full list of your properties and their current status.

8 View/edit property To view or amend any properties. Property Statistics information regarding page views etc. Property Communication Journal - Add task The To do list is the same as if accessing from the home menu, but it will filter to Property related tasks whilst in this view. Add a New Property Clicking on the Add a new property button on the left hand navigation menu will load an empty form where you can enter your property information. Find Property Enter the properties postcode and select an address from the list. If the property you are looking for is not in the list, support@studentpad.co.uk Once you have entered the address, click the right hand corner of the form. button located at the bottom Add Property Info You will then need to fill out the second part of the form regarding the features of your property. Here you can also upload energy certificates, photographs of the property and specify who the property may be suitable for i.e. Non-smokers, pets etc. When complete, click the button to complete the final stage. Please Note: Fields marked with an (*) asterisk are mandatory

9 Add a New Advert 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.

10 Once you have completed step 2 you will notice that the Adverts tab at the top of the screen has now become available and your page is redirected to set an advert. Without an advert the property will not appear on the front end website. Step 3 is the advert stage. A property will not display on the front end website without a current advert. Adverts run for a set amount of time as specified in the highlighted area. There are three dates that need populating here. Available From This is the date the property is available from and not when the advert is to run from. I would like my advert to run from This is the start date of the advert. The advert will not display on the front end website before this date. Advert End Date This is the last date the advert will appear on the front end website. 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. Enter as much accurate information as possible and press the to complete the add property wizard. button Once the advert and property have been saved you will be presented with a choice of what to do next, this will look as below.

11 Once the advert and property have been saved you will be presented with a choice of what to do next, this will look as below. Edit Property The edit property navigation button is only enabled when a property is selected. There are many ways to select a property, you can use the find property facility 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. Once you have clicked on a property it will be divided into key areas, these are in tabs as above, each tab allows you to view and edit that aspect of the property or advert. There are also options to upload documents to a particular property and log issues. Should there be anything to amend or vet then the tab will highlight itself in red, alerting you of the need to amend it.

12 They will then be highlighted in the field to show the change that has been made and give you the option to hover over it and see the previous option. You will be able to see if anything else is required to make an advert live, such as payment required and this will again also be highlighted in red. Re-advertise a Property The adverts for a property are divided into three further areas.

13 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. 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, until that date has arrived. 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 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 button or the an existing one. depending on whether you are adding a new advert or updating Please Note: Saving an advert will not save any property changes. Property Details The edit property area displays in the same format as when adding a property. The details are grouped into the exact same areas as before and all the same options are available to you. To save time whenever a change is made to the page a box will automatically pop up requesting you to save the property or revert.

14 Please Note: Saving a property will not save any advert changes, only the property information. Property Documents Within the Document tab it is possible to upload certain documents relevant to the property and these can be set to be necessary for a property to become live. These are tabbed as above and you simply click on the required document and upload the file, this will then show in the progress bar and be listed in the document list. It will be visible to both agent/landlord. Property Reviews A rating can be applied to a property or agent/landlord, these can be viewed on the front end and be seen by the end user, should your organisation have purchased this module. You can have an overall rating review and a user review.

15 Property Communication Journal Clicking on the Property Communication Journal navigation button, on the left hand navigation menu will display a grid containing all historical communication between the organisation and the agent/landlord, relating to the selected property. 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 for the chosen property. You can also assign this to someone. It will show in your to do list.

16 Alerts There are two routes into the vetting lists. The first is via the property section using the vetting menu, as described in vetting above. The second is via the alerts panel on the home screen. The alerts section however is only visible if there are items to action. The property approval process is a two stage process. First you must approve the property and then any adverts, if there are any. The adverts appear at the bottom of the page but will be disabled until you approve the property. Messages This is accessed via the top left hand menu by clicking on the bell icon.

17 Much the same as any system you may be used to, this allows you to within the software, it gives you access to an inbox, sent items and deleted items. If you tick the box on the left hand side you will be given the option to only available when mail is selected. these are Financial This is available if your university have purchased Lettings and allows you to see an account of your properties and rents received. Landlord Zone Inventory This is available if your university have the lettings option. It is a place to store previous inventories per property. Landlord Documents As you get storage space included with your licence you are able to see how much space you have left before the requirement to buy more space is needed. You can manage documents and remove them if necessary to save space or easily purchase more space at a set fee. Document added within the last 7 days will show in the recently added documents list.

18 To-do List This is the master list of any tasks you have assigned and a list of completed tasks. Elsewhere in the software your to do list will always apply to the area you are looking at, for example within the agent/landlord tab you will see tasks that relate to an agent/landlord. You can select a task and update information on it, change its priority or its status. Alternatively add a new task from the left hand navigation menu. Resources Landlord Forum Here you can interact with other landlords about issues that you may encounter or offer advice and compare situations with the network of landlords in your area. Simply post a new message on the subject you wish to comment on, click post a new message

19 Once you have posted your message it will be sent for approval with your institution. You will then see your pending message within the forum. Information Scale of charges shows you what your landlords can see on your registration page, so you have quick access to see how much you charge or the process as a landlord will see it. The monthly newsletters, sent by are downloadable here, as are user guides for your software. Settings The settings are accessed via the man symbol on the top right hand side of your screen.

20 My Account settings Here you can change your password, contact information and any general settings for your account. If you have other modules and different settings or controls you will be able to manage all of these here, there will be options for this in the left hand navigation menu of this area of the software. Please use the sliders to decide what you would like to receive s and alerts, this is personal to your access and will not change for anyone else. You can then tailor these to your job role to save the s. Contact information can be changed depending who has access to it, so you can have a different telephone number on the front end website that students may see to the one that a university staff member may use, allowing you to keep your own privacy.

21 Communications Log This shows you when the university have contacted you and how. Datafeed Set-up If your university have purchased the Datafeed option you can set up your details here so that you may automatically update your properties from your current software provider. Please ask for Datafeed guide. Advertising Statistics Here you can see statistics on how many times your property has been viewed and how well other properties are doing against the other.

22 Reports Reports can be accessed either within the Reports tab or the Properties tab, whichever you click on it will give you a list of reports relating to that subject that are available. You can search for them using the free text box based on keywords. You can then filter these specifically to a property by selecting Property reports. Reports can be filtered to your requirements, you can export a report to excel or as a PDF. Once you run a report you will see all your properties, so that you may compare them. Reports are in the same format throughout the software.

23 If there are any reports you feel would be useful, from the data we store for you, please let your institution know and we will look into creating the report for you.