Manage Property Compliance

  • Last updated on June 14, 2024 at 5:16 AM

Summary

Learn how to use the Compliance Register to manage compliance and understand related compliance reports.

Covered in this article:

Add Compliance Items

Once your compliance categories are set up, property compliance items are added to each property profile individually. 

To access the Property Compliance Register, go to:

  •  Property Profile > Compliance Tab > Register

From here, to add a compliance item:

  • Click the + button

On the 'Add Compliance' pop up, complete the required fields:

  • Select a Category 
  • Select who this compliance item is managed by
  • Select a creditor who it will be serviced by
  • Select the Compliance Expiry Date if required 
  • Enter the Last Serviced and Next Service dates
  • Enter or override the Frequency and Reminders as required
  • Enter additional Notes when necessary 
  • Select to pin to the property profile, property receipt or creditor/tenancy invoice if needed
  • Drag and drop or Import supporting documents when applicable. Any compliance document loaded into the Compliance Register will also be available to viewed from the ownership, property and creditor document management System
  • Click Save once complete

When the compliance item is added, it will display in the Compliance Register on the property profile, under the Compliance Tab.

Note: The Reminder field is based on the compliance expiry date not the next service date. Please ensure the Compliance Expiry Date field is completed in order for your reminders to display on the compliance report.

Update Serviced Compliance Items

Once a compliance item has been serviced, you can update, save and create a new item. When closing and creating a new item, the original compliance is duplicated and set with new reminder dates.

Note: You do not need to overwrite the serviced dates. A new recurrence of the compliance category will be created based on the frequency when the 'Close & Create New' button is clicked.

To update and create a new item:

  • Click the Edit pencil for the compliance item
  • Click Close & Create New on the Edit Compliance pop up

Once the serviced compliance item has been closed, it will then appear in the compliance history. The compliance history cannot be edited and appears in a read only view. You can click the Eye Icon in the compliance history to view more details.

Reporting on Compliance

Business Insights can be used to view and filter in depth compliance reports, and create your own custom compliance reports. These reports are free and available to all users. You can also view basic information on the Compliance Register. The register gives you a general overview of compliance dates and service information.

Business Insights Compliance Reporting

To access compliance reporting in Business Insights, go to:

  • Business Insights > Contacts & Profiles
  • Click the reports drop down options and select from the compliance reports available:
    • Property Compliance - Services due next 30 days
    • Property Compliance - Service Overdue
    • Property Compliance not Configured  
    • Property Compliance Register

You can use the filters to refine the results by date range, compliance status and more.  

To add new fields to the filters:

  • Click the Personalize icon > Click the columns + icon
  • Click Property Compliance to expand the section
  • Click to select the item and add it to the filters

You can also create and save custom reports for compliance and use them later as needed. 

Compliance Register Reporting

To view the Compliance Register report, go to:

  • Trust & Reports > Property > Compliance Register 
  • Enter your search requirements > Click Search

The Compliance Register can also be accessed through the Managements page under Tasks. 

The search results will then display. The results include Category, Property, Managed By, Serviced By, Last Service Date, Next Service, Compliance Expiry Date, Reminder Date and Status. You can use the property links to go straight to the compliance tab, on the property profile. 

Additional columns can be added to the table by clicking the Columns button. 

To export the report, click the Actions button to export to PDF or CSV.