FAQs - Expert Agent Documentation

NAVIGATION

These important dates apply directly to the property and not the tenancy. With the dates appearing on the property record, they will show as expiring when using the quick links, even when the property is vacant.

For more information see the Property Safety Checks section.

The Lettings FAQ section covers all Lettings related queries regularly raised by our members. We hope you will find the answer to your query below however if not and you feel it will be beneficial to add please email your suggestion to This email address is being protected from spambots. You need JavaScript enabled to view it. and we will happily add it for you.

What does the tenant fee ban mean for Letting Agents?

How do I manage HMO's within Expert Agent?

What do I do about a property with more than one landlord?

Why are gas and electrical appliance safety test dates not saved on the tenancy record?

Why do the inspection dates not automatically update once the date has lapsed?

What is the easiest way to manage my inspections, gas safety, renewals and expiry dates?

What do I do if a tenant in a shared tenancy gives notice and moves out?

Why do the previous tenancies meter readings appear in the utilities tab on the current tenancy?

Where can I upload and save a gas safety record, inventories, tenancy agreements or any other correspondence relating to a tenancy?

Why is the landlord not receiving their landlord portal email?

Why are my landlord or tenant’s names merging incorrectly onto letters and tenancy agreements?

Can I clone a landlord to make them an applicant or vice versa?

How do I cancel a tenancy reservation?

Can I edit tenants on a tenancy record?

To comply with the data protection act, how can I remove records from the system?

How do I add multiple Tenants onto a Tenancy?

How Do I remove a Tenant from an Tenancy?

How Do I Remove a Landlord from a Property?

How do Landlords reset their passwords on the Landlord Portal?

Where have the prescribed notices gone from the compliant letters and agreements pack?

How can I manage my EICRs in Expert Agent?

The Lettings KPI Statistics are shown below (from left to right as they appear in the grid). Where statistics are for individual branches or negotiators, the system will check for the branch/negotiator assigned to the applicant or property and show the statistic as relevant.

Some statistics will be for current data only and are not for the specified date range. If the date range is used, this is stated in the explanation below.

Applicants	New applicants entered in the date range
Viewings	New viewings booked in the date range
Valuations	New valuations booked in the date range
Instructions	New Instructions added in the date range
Conversion %	Percentage of valuations converted into instructions
Total Lets	The number of tenancies marked as ‘Let’ in the given date period (regardless of whether it is fully managed, rent collection or let only)
Fully Managed	The number of tenancies marked as ‘Let’ in the given date period where the management type is set to Fully Managed
Fully Managed Arrangement Fees	Nominal report Arrangement Fees against tenancies posted between the given dates where the management type is set to Fully Managed
Fully Managed Average Fee	The average arrangement fee on Fully Managed tenancies posted between the given dates
Rent Collection	The quantity of tenancies marked as ‘Let’ in the given date period where the management type is set to Rent Collection
Rent Collection Arrangement Fees	Nominal report Arrangement Fees against tenancies posted between the given dates where the management type is set to Rent Collection
Rent Collection Average Fee	The average arrangement fee on Rent Collection tenancies posted between the given dates
Let Only	The quantity of tenancies marked as ‘Let’ in the given date period where the management type is set to Let Only
Let Only Arrangement Fees	Nominal report Arrangement Fees against tenancies posted between the given dates where the management type is set to Let Only
Let Only Average Fee	The average arrangement fee on Let Only tenancies posted between the given dates
Total Fully Managed	The total number of tenancies marked as ‘Let’ where the management type is set to Fully Managed
Fully managed Fee	The total recurring fee for all of the tenancies where the management type is set to Fully Managed
Fully Managed Average Fee	The average agency fee across all Fully Managed tenancies
Total Rent Collection	The total number of tenancies marked as ‘Let’ where the management type is set to Rent Collection
Rent Collection Fee	The total recurring fee for all of the tenancies where the management type is set to Rent Collection
Rent Collection Average Fee	The average agency fee across all Rent Collection tenancies
Total Let Only	The total number of tenancies marked as ‘Let’ where the management type is set to Let Only
Total Income	This is the nominal report of all agency fees and all arrangement fees posted between the specified date range
Available Stock	The total number of ‘Available to Let’ properties
Reserved Tenancies	All tenancies with a status of ‘Reserved’ (regardless of date range)

Where the statistics are provided for each individual branch or negotiator, this will be the one that is assigned to the applicant or property. Where this is not the case it is stated in the definition.

Item	Explanation
Apps	Number of applicants where Date Entered falls in the date range (for both sales and lettings Departments).
View	Number of viewings for sales department properties where the Appointment Date is in the date range split by Viewing branch
View Fthru	Number of viewings for sales department properties where the Appointment Date is in the date range with a status of Cancelled, split by Viewing branch
View Fthru Percent	View Fthru / View as a percentage
Vals	Number of valuation appointments for sales department properties where the Appointment Date is in the date range, split by Appointment branch
Inst	Number of Properties where Instructed on date is in date range.
Convert Percent	Inst / Vals as a percentage
Mkt Fee	*Total (Price fee percentage) or fixed fee sales department properties instructed in the date range.**
Ave Ins Fee	Mkt Fee / Inst as a percentage
Wdrw	Number of sales department Properties where Withdrawn date is in date range.
Sale	Number of Offers where Offer Accepted Date is in the date range and offer status is not rejected
Sale Fee	*Total (Offer Value fee percentage) or fixed fee offers on sales department properties where Offer Accepted Date is in the date range and offer status is not rejected. Split by property branch.**
Ave Sale Fee	Sale Fee / Sale as a percentage
Fthru	Number of Offers where Cancelled Date is in the date range
Fthru Fee	*Total (Offer Value fee percentage) or fixed fee offers on sales department properties where Cancelled Date is in the date range. Split by property branch.**
Net Sales	Sales Fee - Fthru Fee
Exch	Number of Offers for sales department properties where Exchanged Date is in the date range. Split by property branch.
Exch Fee	*Total (Offer Value fee percentage) or fixed fee for sales properties where Exchanged Date is in the date range. Split by property branch.**
Ave Exch Fee	Exch Fee / Exch as a percentage
Pipe	Current Number of Offers on sales department properties with status of Accepted or Exchanged and Property Status is On Market, Under Offer or Sold STC and Completion Date is not completed and offer date after 1 July 2005. Split by property branch.
Pipe Fee	Current Total (Offer Value * fee percentage) or fixed fee offers on sales department properties with offer status of Accepted or Exchanged and Property Status of On Market, Under Offer, Sold STC and the Completion Date is not completed and offer date is after 1 July 2005. Split by property branch.
Ave Pipe Fee	Pipe Fee / Pipe as a percentage
Stock	Current number of on sales department Properties with status of On Market or Under Offer
Stock Fee	*Total (Price fee percentage) or fixed fee where on sales department properties have a status of On Market or Under Offer**

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Why are gas and electrical appliance safety test dates not saved on the tenancy record?

Lettings FAQs

What are the definitions for the Lettings KPIs?

What are the definitions for the Sales KPIs?