Our Remote Comments feature gives your landlords and tenants the option to review, comment and sign reports remotely, providing an end-to-end paper-free solution.
Whether you choose to check tenants in at the office or at the property, this feature will speed up the move in process, as a report can be sent electronically to a tenant for them to check, review and sign in their own time, on any device.
Why use Remote Comments? 🤔
Send 'timed' reports to tenants to review remotely, add comments and sign.
Simply share a report with the tenant via a link emailed from the dashboard.
No printing or updating of reports required - great for version control! 🙌
How do tenants use Remote Comments? 😊
Tenants access a report link via email, so it's easy to open on their phones.
Options to approve items, add their own comments and photos.
Adding a signature is required before the report is submitted for review.
You can manage the process at every stage as you are in control of the approvals and timescales. Once a report is submitted from a tenant/landlord, you can access the report to accept or decline their comments.
The report remains visible on a link at every stage, and once the process is complete, the tenant/landlord can download the report as a PDF with their comments included.
Everything is neatly documented, tracked and visible in an audit log at the back of the PDF report. It will be clear when the report was sent, opened, submitted and signed, helping to support any disputes.
How to send a comments request
Click the 'thumbs' icon next to any 'final' report on the dashboard to trigger the Comments process for you to select:
Landlord/tenancy - choose or add who you want to send the report to.
Notify emails - add an email address to receive notification when a report is sent, so you have a record.
Expiration date - set how long you want to give the recipient to respond (default is 7 days).
Email template - choose the template you want to use, or edit the email message as required, making sure the 'comment link' is included (this is mandatory in order for the recipient to access the report).
Please note:
Once a report has been sent to the tenant or landlord for comments and signature, the tenant will have until midnight on the date of expiry to access the report.
You must have a 'tenancy' added against the property in order to send a report to a tenant.
Once a report is sent the 'thumbs' icon colour will update to indicate:
Red - request sent but expired and not completed
Amber - request sent and in progress
Green - request sent and successfully completed
You can access a request summary by clicking the 'thumbs' icon next to a report in the Reports screen, and you'll see a summary of who you have sent the report to and when, and the status of the report.
You'll also receive a daily email showing all of the comment requests outstanding, so ideal if you need to chase tenants.
Please note...
Tenants or landlords are able to add their own photos (one per item).
Your report information is non-editable by the tenants.
How to review and approve a report that has been submitted
Once a report has been submitted by the tenant, you will receive an email notification.
In the dashboard, click 'Remote Comments' in the left menu.
Find the report that has been 'Submitted' with an amber icon.
Click the icon to open the report and view the tenant comments.
To view only the items where the tenant has chosen to add comments, click the 'View Outstanding' button.
Find the tenant comments in blue, with supporting photos.
Use the 'thumb up/down' icon to the right, to agree or disagree with the comment.
Option to use the 'tag' icon to create a follow-up issue using this information.
Once all tenant comments have been reviewed and actioned, scroll to the bottom of the report and click 'Complete Review'.
This will automatically send a copy of the report with tenant comments included, to the tenant via email.
For more information about this feature download our handy PDF guide.
Alternatively, watch No.7 of our Useful Webinars.
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