Guide on Notifying agentOS for Contract Termination

When providing notice to agentOS, it is essential to adhere to the stipulated terms and conditions. Clients who joined from 2018 onwards are typically on 24-month rolling contracts from the outset. However, long-standing clients who initially signed up for a 12-month contract and subsequently rolled over for 24 months should note the following:

For instance, if a client commenced services on 10/12/2010, completing the initial 12-month term on 10/12/2011, the calculation for the 24-month roll begins from this point to determine their renewal date.

Clients are advised that they remain in contract until the specified date. Those submitting a 3-month notice can do so from 3 months prior to the renewal date up to the renewal date itself. Post-renewal, a new 24-month rolling contract begins unless notice has been given. If notice is provided well in advance, the following steps should be followed.

Accepting Notice

Confirmation of the acceptance of notice must be communicated in writing to [e-mail] . An email should be sent back to the client confirming their end date. Support will be provided until this date, after which access will cease. Clients are urged to export their data during this period, as data is deleted 90 days after the end date. If any data retrieval is needed after this period, it won't be possible. However, a data hosting option is available, offering a 24-month contract with a single user, read-only access account at the cost of £99 plus VAT per month (current price at the time of writing this guide).

Efficient Data Export Guidelines

To streamline your transition to another software, we recommend exporting the following reports:

• Lettings > Tenancy Reports > All Active Tenancies Detailed:
  Provides a comprehensive view of your current active tenancies.
• Lettings > Mailing Lists & CRM > All People List:
  Encompasses information on all individuals associated with agentOS, including contractors, tenants, and landlords, along with their respective addresses.
• Lettings > Properties:
  Displays a complete list of properties managed on agentOS.
• Maintenance > Certificates:
  Includes essential certificate information.
• Maintenance > Maintenance Jobs:
  Outlines details of ongoing maintenance jobs.
• Accounts > Reconciliation Reports > Reconcile System to Bank:
  Ensures a match between the system's and the bank's records, provided all processes have been executed accurately.
• Accounts > Reconciliation Reports > Debtors and Creditors:
  Presents balances for individuals associated with agentOS.

Additionally, please be aware that any documents or files attached to people or property records, such as photos and certificates, should be downloaded individually from their respective locations within the system. Bank details would also need to be extracted per person record. This systematic approach will facilitate a smooth and organised data transfer process.

Encouraging Client Feedback

We value your feedback and would appreciate it if you could share the reasons behind your decision to leave. Your insights can help us address any genuine concerns or navigate factors beyond our control, such as changes in business or portfolio sales. We are committed to retaining clients, and additional training and support can be tailored to provide you with a better understanding of our system. Your input is invaluable in ensuring we continually improve our services to meet your needs.