How do I add a new Property?

All Properties must be linked to a Landlord so you need to ensure you have added the landlord record first.
For more information on How do I add a new Landlord, click here

The steps below outline how to:

• Add a Property
• Associate the Property with a Property manager
• Add photos and Property descriptions for marketing  
• Add reminder dates for safety certificates and other additional reminder dates
• Add management fees
• Add lettings fees
• Enter preferred Contractors requested by your Landlord
• Link the Properties utility supplier
• Link important documents 
• Add an inventory of gas and electrical appliances at the Property with any warranty information
• Record buildings and contents insurance
• Split the share of ownership of the Property
• Associate your Property to a specific branch
• Add branch, department and fee earner
• Manage the data feed to each of the portals

Or, watch the video at the bottom of the article.

1. Click Properties from the side menu
   1. Alternatively, click Information on the top toolbar
   2. Select Properties from the dropdown menu
2. Click New, the folded page icon on the toolbar
   1. Search for the Landlord using Search Text by Name, Code or Status
   2. Alternatively, find the Landlord using Additional Options from the dropdown menu
   3. Or select a Branch if multi branch is set up on your CFPwinMan 
3. A blank, new Property Information appears
   1. Address - Add each line of the address separately
   2. Postcode - Enter a valid postcode
   3. Attempt Conversion to BS7666 Format - This only appears if you have the TDS module switched on
      For more information on How do I start using my TDS automatic uploads module, click here
   4. Code - The next number will populate. This can be edited now but not after you save this record
   5. Available Date -
      1. The date which the property will be available for a new tenancy
      2. If you have a data feed set up from CFPwinMan, this date appears as the available date on your chosen websites
         For more information on What is a datafeed, click here
      3. If you're generating a list of your available properties, an available date will match to your applicants
         For more information on How do I create a list of all my available properties, click here
   6. c - Click c to clear the Available Date
   7. Date Added - Appears as today's date, edit if required
   8. Dates 1, 2, 3 and 4 -
      1. When a date is entered into a date field, a reminder will appear on the Organiser. Each date field can be renamed to other reminders that you want to appear on the Organiser
         For more information on How do I add reminder dates to a tenancy or property, click here
      2. Dates entered appear on your Organiser by the number of days ahead as set in your User Default, Organiser Setup
         
      3. Status - Click the dropdown menu to change the status
         For more information on How do I add a new status, click here
   9. Landlord - Displays the landlord selected. Click their name to open the Landlord Information screen
   10. Negotiator - Select if required
   11. Branch, Dept and Fee Earner
       1. If you have set up Branch, Dept, Fee Earner in User Defaults, select from the dropdown menu
          For more information on Setting Branch, Department and Fee Earners on records, click here
   12. Click the Details tab - All information added in this tab relates to the marketing of the property
       1. The rental amount and bedrooms will feed to the portals, if you have a data feed set up
       2. The Text Criteria - Click on the dropdown menu to select from the list on the left: Area, Type etc, and the list in the middle: Numeric Criteria, Bedrooms, Bathrooms etc. Both lists can be edited in User Defaults
          For more information on How do I add or change match criteria on a property, click here
       3. The Property Facilities - The list on the right, Other, can be edited in User Defaults
          For more information on How do I add or change match criteria on a property, click here
       4. Asbestos - Tick if required. This will be indicated on a work sheet for your contractor
       5. Property Manager - Select if required
       6. Match - Click to match to your potential applicants
          For more information on Why are my applicants missing from match and mail, click here
   13. Click the Images tab
       1. Photos, Images and Virtual Tours - Any images must be saved in your CFP data path, Winman32, Data, SQL. You can create a folder for each property to store these files 
       2. Click Add Photo and select photos from your computer that you want to add
       3. Click Move Up and Move Down to reorder
       4. Set as Marketing Photo - Click on the image file in the list then click Set as Marketing Photo. This will place the photo as the first photo for marketing on brochures and web lists 
       5. To remove an image, click on the image file name and then click Remove Photo
          For more information on How do I add an image and virtual tour to a property, click here
   14. Click the Descriptions tab
       1. The General tab will be selected. Add your property description in detail
       2. Select a style of brochure from the Brochure Template dropdown menu
          For more information on How can I email a property brochure, click here
       3. Photo x 4 - Photo x 16 - These are shorter descriptions to ensure the descriptions fit when producing a list of properties when there are four different ones on one page
       4. Advert - If you have a data feed to the portals:
          1. Public Name will appear as the property address field
          2. Description - Add if additional text to the above Description is required
          3. Directions and Remarks - Add if required but they don't feed to the portals
       5. Internet - If you have a portal feed switched on, you can manage the feed here
       6. Portal Uploads - This will show a list of portals which the property is uploaded to
          For more information on How do I choose which portals my properties upload to using datafeed, click here
   15. Click the Inventory tab
       1. Gas Inventory - List all gas items in the property, their model, make, and serial number
       2. Electric Inventory - List all electric items in the property, their model, make, and serial number
       3. You might also add any additional warranty information
          For more information on How do I add my property inventory, click here
   16. Click the Fees tab
       1. Lettings Fee - If you charge a percentage of the monthly rent, based on the term of the tenancy as an upfront fee to your Landlord, complete the details and frequency
          For more information on How do I charge a letting fee, click here
       2. Management Fee - In % of Rent, add the amount of commission
          For more information on How do I charge a management commission, click here
       3. Fee Schedule - For more information on How do I set up a fee schedule for lettings and management fees, click here
       4. Additional Fees - For more information on How do I charge an additional fee to a landlord, click here
   17. Click the Notes tab
       1. Enter any notes in these boxes relating to the property 
       2. The headers of notes boxes 2 and 3 can be edited in User Defaults
          For more information on How do I edit headers and set reminders of a notes box, click here
   18. Click the Insurance tab
       1. You can enter details in both Buildings and Contents fields. If an expiry date is added, a reminder will appear on the Organiser in advance of the date for you to make arrangements for its renewal
   19. Click the Letters tab
       1. A letter can be added to a tab and button. This will merge the details of your property and landlord which you can either email or post
          For more information on How do I create a letter, click here
   20. Click the Ownership tab
       1. If your property is owned by more than one landlord or they are registered as living overseas, they can be set up as Shared Ownership
          For more information on How do I show that a property is owned by more than one Landlord, click here
   21. Click the Utilities tab
       1. You can associate utility suppliers with a property. This can be used if you write to the utility provider on a change over of tenants. First, you will need to add the supplier as a contractor
          For more information on How do I add a new Contractor, click here
       2. Click the ... dots next to the utility you wish to add and select the supplier 
       3. Switch Utilities to Preferred Supplier - You can set up default utility companies in User Defaults and set up utility switching with Hallmark
          For more information on Hallmark Utility Management, click here
   22. Click the Works tab
       1. If you completed the Contractors tab on the Landlord Information, the details display
       2. If your landlord has a preferred contractor they like to use for this property, follow the steps below:
          1. Add the Contractor
             For more information on How do I add a new Contractor, click here
          2. Click the ... dots to search for and select the Contractor you added
          3. Add a Note to describe their work i.e. handyman work only
          4. Click Add
       3. Property Contractor Notes - Add any notes associated to this property, i.e. British Gas Contractor, Fridge freezer warranty till 2030, maximum spend. Always provide three quotes
   23. Click the Keys tab
       1. This will only display if you have purchased the Key Module
          For more information on The key module setup, click here
   24. Click the Mobile Agent tab
       1. If you use Mobile Agent, also known as Plan Up, to take photos and create your property description and floor plans, the information can be imported using the function buttons 
   25. Click the Links tab
       1. Documents saved on your computer can be linked to your Property, such as Gas Safety Certificates and other compliance certificates
          For more information on How can I link a document to a record, click here
   26. Click the User Definable Dates tab
       1. You can add additional dates as reminders on a property. These could be for a boiler service to be carried out annually or chimney sweep etc
          For more information on How do I add additional dates, click here
   27. Click the EPC tab
       1. You can create an EPC chart by adding the numbers of the chart into the corresponding fields
          For more information on Where can I add EPC charts and documents, click here
   28. Click the Branches tab
       1. If you have Multi Office switched on, select the Branches which will be associated to this landlord