NAVIGATION

When you create a Word letter within Expert Agent and then send it via email, the system assigns an Email Template to it. This is the body of the email (the Word document becomes a PDF attachment).

The standard email body is:

I have attached a letter that we have produced for you today.

Regards

[ negotiator_signature ]

[ negotiator_email ]

[ negotiator_phone ]

This this feature, you can create unlimited amounts of email bodies that best suit the individual Word letters.

To create an email template you will first need Template Editing rights. You can see if you have these by going to the Template Grid (Right Click on any record -> Create a Letter). If you have Edit, Clone, Delete in the left hand column you have Template Editing rights. If you only have Clone you will need to speak to your Super User.

On a property record Right Click -> Letters/Emails/SMS -> Create Letter/E-Mail/SMS.

1) At the bottom of the Template Grid, select "New Template".

2) Email Templates need to be the Template Format of HTML.

3) Give the template a name. (In this example I have used Price Change Email Template because I want to assign this template to my Word price change letter).

4) The Template Type need to be "System".

5) Click Next.

6) Most of this page you can ignore and click "Edit Content" at the bottom.

7) We have started the email by typing "Dear" in the body. We need to start adding merge codes. On the right hand side the merge codes are listed in sections. Click on the black triangle next to Property Codes and scroll down.

8) By left clicking on the Merge Code it will be inserted into the body of the email.

9) Carry on writing your email using Merge Codes from the right hand side.

10) to End the email I am going to use the General Code for Negotiator which will use the details of whichever Negotiator is creating the template. Remember to use the scroll bar to find the right merge code.

11) Left clicking on the merge code from the right will add it to the body of the email.

At this point you could press the Save & Close button at the bottom and carry on below from Point 8 (below).

If you wish to use an image as a footer or header in the email the steps below will explain how to do this.

12) If you wish ti insert a header or footer the process is the same. Click on the Image Manager icon.

1) To uploaded from your local hard drive click on the Upload Button.

2) Click on Select to go find your image from your local hard drive. Then press the "Upload" button at the bottom.

3) If your image is already uploaded to Expert Agent you can click on it from the left hand side.

4) Click "Insert".

5) Your image will be inserted into the template.

6) Click Save & Close.

7) Press the Save button here and your Email Template will be saved into the Template Grid.

8) Back on to your Templates Grid, find the Template you wish to assign the Email Template to from the "Our Letters" tab.

9) Click "Edit".

10) From the Email Template section click on the drop down.

11) Select your new template from the drop down.

12) Press Save.

Each time the Word Template of Price Change Letter is used and emailed, the Email Template you created will be assigned.

If you are trying to send the Vendor Portal email you do not have the option on the Action Menu, you will need to Market the property.

Some times Agents will put the Property on the Market but not Market it.

The Property need to be Marketed before you can send the Vendor Portal email. Make sure on the Details tab of the Property that the marketing details are ticked.

Expert Agent has some excellent functions that can help you as agents manage your client accounting needs. These are not automatically available to all users - but all you need to do is ask for them, show us that you've done some training so you won't get in a terrible mess and then let us help you to set up your configuration properly.

1. TRAINING

Everyone involved with Lettings Finance at your end needs to do our Lettings Intro Training and Finance Training and pass the tests at the end - details here.

If other members of staff have finance functions but you do not then you will need a Super User to change the permission set within your profile - Changing Financial Permissions.

2. GET SOME DATA LOADED

Often businesses are getting Lettings Finance switched on after they've used Lettings Workflow for a while. If that's the case, you'll have your Landlords, Properties and Tenancies already entered. If you are starting both elements from scratch, you'll need to add at least one applicant, landlord, property and tenancy for a tenancy that you currently manage. You'll need to make sure the tenancy is filled out with rents, deposits and dates. However we recommend that preferably you have all of your current fully managed and rent collection tenancies entered into Expert Agent before moving onto step three in order for us to assist you fully.

3. COMPLETE THE CONFIGURATION QUESTIONNAIRE

Following the training, please complete the Financial Configuration Questionnaire at the bottom of this article (click here to jump to it.) This questionnaire is designed to assist us in acquiring the information needed for your configuration. This will ensure that your lettings financials are set up correctly from the start. By not correctly configuring the financials, you may charge VAT even if you’re not VAT registered, not have an accurate opening bank balance as well as potentially finding discrepancies between your actual bank account and what’s on Expert Agent, too late. Investing the time initially is key to ensure that you can confidentially start using the finances so we’d be grateful if you could provide us with as much information as possible. One of the financial specialists will review your document before contacting you to arrange a config review.

4. CONFIG REVIEW

We can only do this once we can see that you've completed steps 1,2 and 3 above. We'll book this as an online meeting. One of our finance team will be booked to spend anything between 5 and 30 minutes logged into your data. We will go through all aspects of Financial Config, look at Financial default values, opening balances and advise on how to make sure that your current tenancies are set up properly. At the end of the review, we'll flick the switch that turns on Lettings Finance in your live data.

5. ALL SET!

That's it - you are set up and ready to start using Expert Agent for Lettings Finance! We strongly recommend doing a few end to end dummy transactions in training mode before you start making postings in your live data to ensure you are confident before you get started.

CLICK HERE TO ACCESS THE CONFIGURATION QUESTIONNAIRE

(Please complete as explained in step 3 above.)

There will be the occasion where you need to add multiple tenants onto a Tenancy.

The video linked below will help you with this process:

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How To Create an Email Template

Why can't I send the Vendor Portal email?

Why can't I see the lettings finance functions and how can I add them?