How to complete the onboarding process of a property

This is where you keep tabs on the property's onboarding progress. Each stage can only move forward once all the requirements in the table are fulfilled and approved.

Note: For this guide, we're assuming the property is approved at each step in the process.

How to complete the 1. PROSPECTIVE table of the onboarding process

1. Navigate to the ONBOARDING tab of the property
2. Complete the following:
   • Viewing arranged with the entity.
     • Toggle Done once booked.
     • Click save at the top.
   • Initial rent proposed by landlord.
     1. Toggle Done once completed.
     2. Click save at the top.
   • Property suitable?
     • Toggle relevant answer. (If no, see here.)
     • Click save at the top.
   • Landlord willing to engage?
     • Toggle relevant answer. (If no, see here.)
     • Click save at the top.
   • Property Guru search completed.
     • Toggle Done once completed.
     • Click save at the top.
3. For LinkPeople properties only.
   • Intro email to landlord.
     • Navigate to the NOTES & ACTIVITIES tab.
     • Create an Introduction to landlord email.
     • Toggle sent once completed.
     • Click save at the top.
   • Feasibility inspection completed.
     • Toggle yes once completed.
     • Click save at the top.

1. •  
2. Once all steps within 1. Prospective table is complete. Navigate to the Prospective circle.
3. Click Next Stage.

What to do if at the '1.PROSPECTIVE' of the onboarding process is REJECTED

The following steps are for if the property is not suitable, or the landlord is unwilling to engage. The process is same for both steps when the toggle = no.

1. When you toggle No to: Property Suitable or Landlord willing to engage?
2. A reason box will appear, this is a mandatory field.
3. Add a comment with the reason why the property is not suitable.
4. Click save.
5. Press the deactivate button in the top of the page.
6. Choose Onboarding Cancelled from the drop-down options. 
7. Click Deactivate.
8. Now the property is inactive in the system.
   Note: If the same address for this property gets added to Zavanti, an alert will appear.
   
   

How to add a Provider Agreement to a property

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to add an agreement for.
3. Navigate to the Agreements tab.
   
   
   
4. Under the table Provider agreements (contracts) is where you add this detail.
5. Click +New Provider Agreement.
   
   
   
6. Use the search tool to find the Provider Agreement and tick that this is the main agreement.
   
   
   
7. Save and close.
   
   

How to add a new landlord lease agreement to a property

1. Open the Agreements tab
   
2. Click on +New Lease Detail
   
3. Complete all the information:
   Lease Type
   Agreement Type
   Contract
   Lease Contract No.
   Current Agreement Start Date - Must match original start date for a new property
   Original Agreement Start Date - Must match current start date for a new property
   Effective Start Date - The date this agreement takes affect and weekly charge amount will start
   Landlord weekly charge amount
   Rent/Lease Freq.
   Payment day
   Payment reference - if known
   First Payment Amount (Finance only) Finance is to enter this amount; this field is to be used when and if the first payment differs from the rent amount.
   Right of Renewal Date (next) - this will be a future date.
   Rent Review Date (next) - this will be a future date.
   Rent Review Date (last) - this will match the Effective start date and Current Agreement Start date.
   
   
4. Take a moment to review what you have entered and make sure its correct (this is very important) then click on 'Save' and 'Send for approval'.
   Once this is sent for approval an email will be sent to relevant entity Accountant. 
   If any of the details you have entered on this lease need to change please contact Finance (so they can decline it) if your lease is already approved then follow the renew or vary contract guide.
   
   

How to add the new BOS property vacancy ref in Zavanti

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to add the BOS property Vacancy Ref for.
3. On the main GENERAL tab, enter the BOS Property Ref.
   

How to allocate a K-code to the property and TechOne vendor code

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to add K-code and TechOne vendor code for.
3. Navigate to the GENERAL tab on the property.
4. Complete LinkPeople K-Code and Cost Centre field.
5. Navigate to the MORE DETAILS tab.
6. Complete Vendor No field.

How to populate Healthy Homes information

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to add healthy homes information for.
3. On the property, go to the HEALTHY HOMES tab.
4. At a minimum complete the following on the Healthy Homes tab as this is required for HUD:
   • Compliant
   • Compliance Date
   • Healthy Homes Statement Date
   • Compliance required by date
   • Main heat source
   • Does the ceiling insulation meet minimum requirements?
   • Does the underfloor insulation meet minimum requirements?
5. Save and close.

How to add key details to the Property Key Register

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to add key details for.
3. Navigate to the KEY REGISTER tab.
4. Complete relevant information
5. Access/Door Code
6. Number of keys for each category listed

How to complete a VOID category when onboarding a property

1. See here to understand more about what a ‘VOID’ is.
   TIP: VOID is a property status; a property is VOID while you are getting It ready to be 'vacant tenantable'.
2. Double-click (not on the blue hyperlink)
3. In the table New property, there is a series of headings/checklist items.
4. When an item is complete, add the date of completion.
5. Click save & close.