Hallmark utility management

The steps below provide an overview of how to enable the features of Hallmark utility management and its functions.

You're able to:

• Set up Hallmark integration
• Change the Landlord address that is sent to Hallmark
• View the utility suppliers to which Hallmark switched

Hallmarks services are designed to reduce the amount of form filling, and time-consuming admin procedures from letting agents, with the ability to complete all check in and check out documentation on behalf of their customers quickly and efficiently. 

Prior to switching on this function, customers will need to create an account with Hallmark in order to make use of this feature.

The Hallmark utility management service is available to customers running CFPwinMansdb v4.3 and above. 

This article includes: 

• User Defaults
• Property Information
• Landlord Information
• Tenancy Information
• Who are the new suppliers

User Defaults

Once an account has been created with Hallmark, you will be provided with a Letting Agent Reference, Hallmark ID and FTP Information.  

1. Click Defaults on the main toolbar
2. Click User Defaults on the dropdown menu
3. Click Preferences 
4. Click Utility Management on the left column to display the Utility Management Service form

Property Information

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 
4. Click the Utilities tab
5. Click the ... dots next to the utility you wish to add and select the supplier
   For more information on How do I add a new Contractor, click here

Landlord Information

1. Double click Landlords from the side menu
2. Search for the relevant Landlords using Search Text by Name, Code or Status
   1. Alternatively, find the Landlords 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 Landlord
4. Click the C/O Address tab
5. Select either the Landlords Address, the Agents Address or a specific C/O Address for Landlord correspondence that are sent to Hallmark
   1. If you have Multi Office switched on, the Agency Address is in User Defaults, Passwords, Multi Office Settings, then click Branch Details

Tenancy Information

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 the Utilities tab
5. Enter the metre readings

The Utilities tab is used to send forms to Hallmark on the change of a Tenancy status. There are three possible forms that can be sent to Hallmark, each form is represented by a button:

• Send Hallmark Check In

  • This sends Hallmark the relevant Tenant information so that utility packs can be sent to the Tenant for completion as part of their check in administration process. This should be sent to Hallmark as soon as the Tenant has been successfully referenced and a check in date has been agreed

• Send Hallmark Move In Confirmation

  • This notifies Hallmark of the date the Tenant has actually moved in, whether this is the date originally submitted, or not. It also provides an opportunity to make any amendments and update any meter readings. Meter readings must be populated on the Tenancy Information form before this form is sent
    This must be sent to Hallmark within 3 days of the Tenant move in date

• Send Hallmark Check Out

  • This notifies Hallmark that the Tenants have vacated the property. It is used to determine when the Landlord assumes responsibility during the void period. The outgoing meter readings must be entered before sending this form
    This should be sent to Hallmark once the Tenant has moved out

The History Log is updated when any of the above files are sent to Hallmark.

Who are the new suppliers

Once you have sent the information to Hallmark and they have switched utility suppliers, you can view which utility supplier Hallmark has switched to.

1. On the Property Information, click the Utilities tab
2. Click Switch Utilities to Preferred Supplier 
3. This will set the utility providers to the new suppliers as set up in User Defaults
   For more information on How do I add default utility contractors, click here