Adding descriptions / conditions

It’s easy to add descriptions and conditions into your template.

Just find the property report that you want. You can click on properties, inspections using the calendar option or list using the filter option, but if you know the property is that you want, you can click on properties and you search by address, or if it comes up first as it has here, you can just click on the property, click on inspections, and there you have all the information of the property ready to start your report. Click on edit report, and once loaded, as you can see, all the fields are already there because you’ve used a template from the template library.

You don’t have to, you can actually build the report within the edit function if you want to, but it obviously makes a lot more sense, its more efficient for you for your time to use the template library, so that you can get the report done as quickly as possible, but equally as detailed as you need.

If you click on the three bars top left corner, you can see the entrance hallway, click on that and then the system will take you directly to that area. And as you can see, some of the fields are already preconfigured, so it’s got item names, this are the kind of things you would expect to find in a property. And then in the top overview, you’ve got a overview, odours and natural pet, no pet smoking odours comments. This is because a lot more properties are being looked at from a deposit dispute of view, and odours is one of the issues that keeps coming up, but doesn’t necessarily always get captured.

So we’re trying to aid and, and prompt you to think about these when you’re in the property, so should there be any smoking odours, cooking odours or pet odours, it helps you or helps remind you to actually capture that information.

As you can see here, 10.2 door, you’ve got the item description prompt there and the item condition prompt. And when you’re clicking the field, you can see if you’ve got the dictionary enabled, you can actually see all the items within the dictionary available to you, they’re alphabetical, so as you start typing, what you will find is that dictionary will change and it will start prompting for what it thinks you might want.

So here I could have white UPVC or white panel or white painted wooden and all I need to do is click on that and then that allows me to select that item, plus also I can then think of any accessories. So I might want to put handles. So I’ve got a pull handle, I might have a lock and that might be a cylinder lock, and it also might have a letter box and it’s letter box with cover.

Click on that and then I’ve got already my description available to me, and then from an item condition point of view, if I click on item condition, I can use the a dictionary to indicate whether maybe the door’s freshly painted it’s new or as new or brand new or is newly decorated, depending if it’s had any remedial work done on it, I can click on that, but also add additional items, maybe like ‘lock is scratched’ and you can see I’ve got a prompt there because I haven’t spelled it right and I can click on that to make sure that my spelling is correct.

Because grammar, although for some might not be important, when someone’s reviewing your report, they want to see a professional looking report, they want to see a report that is giving over the correct information, and also everything is spelled correctly. The grammar is correct because that makes the report more professional looking and people will engage with it, whereas if it’s a bit messy, there’s grammatical areas and spelling errors all the way through, people tend to disengage and maybe not pay attention as, as you would like them to. So do pay attention to that.

And as you can see you, you can add in multiple items and details, so you’ve got doorframe, they’ve got wood, you can say hardwood, dark wood, medium wood, white, painted wooden again, and got maybe a perko chain or intumescent strip, which is the fire strip. And again, in the condition you could use generic terms like ‘all in good working order’.

Just bear in mind that if you are going to use generic terms, because they are generic, if there are issues, you’ve got to make sure that they’re not conflicting i.e say something clear is in good condition and they mark out the fact that maybe it’s damaged in certain areas, so that that will be a conflicting comment.

So as you can see, it’s really easy to add any items and detail, but you can also change the name of the item that you are looking to comment on. So ceiling might not necessarily be the word you want, some people would say ‘plaster ceiling’, the lighting might be ‘inset lighting’ or you could put the fact that it’s inset lighting to the description box.

So as you can see, it’s very easy to add information, but equally if you need to delete information, just select and delete or if you don’t need that particular field, you can use these three dots, the right hand side and you’ve got the option to delete the item, but you can also copy the item as well.

So say for arguments sake on the door, all the doors have exactly the same items, same accessories all the way through, I can click on the copy item function and then as you can see all the different fields within the report are highlighted, and I can then select which areas I want that information to be copied into.

That saves me both time and effort, and if I click on ‘toilet’, there’s my information already there in the door that will aid you in regards to the time spent, either the property or working on the desktop on the report, to make more efficient for you and say if you duplicating the information through typing or selecting through the dictionary.

So that’s how you add a description and condition.

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