Certificates - comprehensive guide

In this section, we will show you how to add your certificates and how to manage them. This is imperative if you wish to be reminded on time when certificates are due to expire and help you to obtain what you need in advance of expiry dates.

You are also able to add your own certificates by typing 'Add a Certificate Type' into to the search bar.

Certificate reminder letters will automatically generate and move to the Postbag ahead of expiring and you as the agent will receive an email type reminder into your system intray to remind you which properties are going to need an update soon.

To set how far in advance you wish to be reminded of pending certificate due dates, please go to:

Little person icon in the top right > object types > certificate types > click onto the cert type and then click edit in the top right to change the time frame.

For any property that you let, you have to have a valid Gas certificate before being able to sign the tenancy, so it is best to set this in the initial stages of adding the property.

To add a certificate, first search for the Property via the Search Bar

You will then see a section called 'Certificates' in the left hand ladder.

Any certificates that are on this property will show in this section. This will include retired certificates.

To add a certificate, you need to click on 'Add Certificate' in the right corner.

The next screen will ask you what type of certificate you wish to apply and when the expiry date is.

Once you create this, you can add a hard copy of the actual certificate if you wish. You can place this in the 'Saved Documents' section in the left hand ladder.

EPC

For the EPC, you can enter the details accordingly and it will generate the graph for your adverts on the feed portals and website. You won't be able to see the graph on AgentOS but it will appear in a graph format as you are used to seeing on your portals. To do this, you need to click 'Edit' on the right.

You will then see a tab that says 'EPC'. From this section, you can add the EPC values to the system. This will then generate the graph to show on any portal feeds or brochures as required.

If you then go back to the property and into 'Certificates' in the ladder bar, you will see a list of the certificates.

Retiring a Certificate 

When these certificates have expired, you need to mark them as 'Retired'. This will mean that the certificate will stay on the system for your records, but it will be expired and you can add a new valid certificate. 

To retire a certificate, you need to go to Certificates in the ladder bar and then click on 'Actions' next to the certificate that you want to retire.

Here you will find an option to 'Retire' the certificate.

Yearly Certificates

• Gas Safety (Required to sign the tenancy on the system) 
• Portable Appliance Testing (Not a Legal Requirement)
• Fire Alarms 
• Emergency Lighting 

Five Yearly Certificates 

• Electrical Installation Test 
• HMO Licence (if applicable) 

Ten Yearly Certificates 

•  Energy Performance EPC

New Certificate Types

To add new certificate types This will be set up in Object types and steps on how to do this can be found below:

Object-types Guide