How do I add and manage reminder dates on a Tenancy or Property?

The steps below outline how to add, edit and update reminder dates on a Property and Tenancy.

We will also show you how you can manage inspections, gas safety certificates, electrical safety checks and other reminder dates on the Organiser as well as how to rename the dates and settings in User Defaults.

Main Dates can be added in the following places:

• Property Information - Electrical and Gas reminders etc
• Tenancy Information - Inspections, Right to Rent etc

There are two different types of date reminders:

• Main Dates - These appear on the Organiser in the Main tab and which can be added on the Property and a Tenancy only
• User Definable Dates - These appear on the Organiser in the Additional Dates tab and which can be set on a Property, Tenancy and Contractor
  For more information on How do I add additional dates, click here

This article includes: 

• Property dates
• Tenancy dates
• Trigger dates
• Manage date reminders on the Organiser
• User Defaults settings for Main Dates

Property dates

On all Property Information records, there are four Main Dates.

1. Double click Properties from the side menu
2. Search for the relevant Property using Search Text by Name, Code or Status
   1. Alternatively, find the Property using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
3. Click on the Property
   1. The four dates can be renamed as explained in Defaults for Main Dates
4. Click the dropdown menu to enter the date which the item expires
5. Click f when you want to forward a date to the next date due. It also records it in the History Log
6. Click the disk icon, Save this record, on the toolbar

There are additional settings for the Gas Certificate Due, which enable you to remove a Gas Cert Due reminder for properties which don't have Gas.
For more information on How can I add and remove a gas certificate date reminder, click here

Tenancy dates

On all Tenancy Information records, there are five Main Dates.

1. Double click Tenancies from the side menu
2. Search for the relevant Tenancy using Search Text by Name, Code or Status
   1. Alternatively, find the Tenancy using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
3. Click on the Tenancy
4. Click on the Dates tab
   1. The names of dates in the last four fields can be renamed as explained in Defaults for Main Dates
5. Click the dropdown menu of a date to enter the date which the item expires
6. Click f when you want to forward a date to the next date due. It also records it in the History Log
7. Click the disk icon, Save this record, on the toolbar

Trigger dates

If there is a Rent review or Lease expiry date due or in effect on a tenancy, you can add additional text to appear on the invoices, to ensure that Landlords do not forfeit the right to review the rent amounts.
For more information on What are trigger dates for rent review and lease expiry dates, click here

Manage date reminders on the Organiser

1. Click Reporting on the main toolbar
2. Click Organiser from the dropdown menu
   1. Alternatively, click the folded page icon on the toolbar
3. Tenancy/Tenant and Property dates appear on the left with the number of date reminders. Click View
4. The list of reminders appear
   1. Click on any column heading to reorder the list
   2. Click and type in the blue bar under the column headings to search for a particular record
   3. Red - Date reminders overdue 
   4. Yellow - Date reminders due today 
   5. White - Date reminders due after today
   6. Click, then double click to open the corresponding record
   7. Once the item has been updated, click f on the item line to forward by the number of days or months set in User Defaults - refer to Defaults for Main Dates below

The period which date reminders appear on the Organiser before they are due, are set up in User Defaults.
For more information on How do reminder dates show on the organiser, click here

User Defaults settings for Main Dates

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. Click Preferences 
4. Click Dates
5. Main Dates will display
   1. Tenancy Information Page
      1. User Definable Dates Text 1, 2, 3 and 4 - Each date corresponds to the four date fields on a Tenancy 
      2. Rename each date by typing over the existing text
      3. Period - Enter the number of Months which the date is to reoccur 
      4. Period - Enter the number of Days, if required or leave as zero
   2. Property Information Page
      1. User Definable Dates Text 1, 2, 3 and 4 - Each date corresponds to the four date fields on a Property
      2. Rename each date by typing over the existing text
      3. Period - Enter the number of Months which the date is to reoccur 
   3. Click Save and Exit
6. Click Close
7. Click Close