To create a new occupation episode for a rent agreement

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The procedure to create a new occupation episode for a rent agreement is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the row containing the specific agreement onto which a new occupation episode will be added. The Agreement Details window is displayed.
  5. Click on Occupation. The Occupation tab is activated.
  6. Click on New Occupation. The New Occupation window is displayed.
  7. Using the Asset drop-down field, select the asset address relevant to the new occupation episode 3.
  8. Enter the End date for the previous occupation, where applicable, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
  9. Using the End reason drop-down field, select a parameter value to qualify the change of occupation. where applicable.
  10. Use the End notes field to add any contextual data that is relevant to the change of occupation, where applicable.
  11. Select the Forwarding address for the outgoing tenants, where known, using the spy-glass icon (), or proceed to step 14. The Search Address window is displayed.
  12. Enter sufficient address details into the search fields provided and click on Search. The Select Address window is displayed, returning all possible matches.
  13. Double-click on the row containing the exact record match or use Refine Search to enter different criteria. Alternatively, click on New Address to create a new forwarding address for the contact group, not previously held.
  14. Select the New occupation contact group for the incoming tenants using the spy-glass icon (). The Search Contact Group window is displayed.
  15. Enter sufficient contact group details into the search fields provided and click on Search. The Search Contact Group window is displayed, returning all possible matches.
  16. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria; click on View Members to verify all current members of the contact group.
  17. Click on Confirm.
  18. Using the Start reason drop-down field, select a parameter value to qualify the circumstances of the new occupation episode.
  19. Use the Start notes field to add any contextual data that is relevant to the new occupation episode.
  20. Enter the Start date for the new occupation episode using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
  21. Click on Confirm. The new occupation episode is displayed in the Occupant Groups summary table.
  22. Click on Save.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached.; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 Where only one asset is linked to the agreement, this will be automatically displayed by default.


See related topics...

Rents occupation management overview

To terminate an occupation episode for a rent agreement

To record a decant episode for a rent agreement

To define the user profile

Using the search facility