Understand, Set Up and Manage Lease Attachments

Navigation

• The rules
• Acknowledge vs Email Documents
  • Document Examples
• Default vs Temporary Document
• • Document Examples
• How to set up your lease documents for the first time
• How to manage your lease documents

The rules

• Default documents can be viewed and accessed by everyone in your agency.
• Temporary documents should be added where they are specific to that particular agreement and/or property. 
• Acknowledge documents must be read and acknowledged by the tenants before they have the ability to sign the lease using One Touch™.
• Email documents are sent to the tenants as email attachments and require no acknowledgement that the tenant has viewed them. 

Acknowledge vs Email Documents

There are two types of documents that can be added to your General Tenancy Agreement (Form18a), an Acknowledge document, and an Email document.

An Acknowledge document is a document that requires all tenants to acknowledge they have viewed the documents by scrolling through each page of the document prior to signing. Tenants will not be able to select the "Next" button and progress to the signing stage until they have viewed all of the required documents. The viewing of these documents will be recorded (using Distributed Ledger Technology) and outlined in the final email sent to all parties which includes a signed copy of the agreement.  

An Email document on the other hand, is simply a document that is sent to the tenants as an email attachment. These documents will be attached to the initial signing email that is sent to the tenants. Email documents do not have to be viewed or acknowledged by the tenants. 

Document Examples

Default vs Temporary Document

Easily manage your agency's documents with default and temporary document options.   

Default documents are documents that are used regularly for General Tenancy Agreements. These include documents like an agency welcome pack and/or the Pocket guide for tenants (Form 17a). Documents uploaded as default documents are accessible by anyone in your agency when completing a General Tenancy Agreement.     

Temporary documents however, are documents which are specific to that particular agreement or property. Temporary documents include things such as bylaws or a pool safety certificate.

Note ➞ Temporary documents will display a "TEMPORARY" tag next to them and will be automatically selected once uploaded to the agreement. 

Document Examples

How to set up your lease documents for the first time

Set up your lease documents by following the below steps: 

Acknowledge documents

• Make a list of all of your agency's standard lease attachments.
  
• Divide this list into two separate columns with the headings "Acknowledge" and "Email".
  • Acknowledge: Documents that must be read and acknowledged by the tenants
  • Email: Documents required to be provided to the tenants with the General Tenancy Agreement 
    
• Create a General Tenancy Agreement within Realworks.
  Note ➞  this can be a "dummy" agreement for the purposes of setting up the standard attachment documents.
• Scroll to the bottom of the agreement and locate the "Documents that tenants need to read and acknowledge" section.
• Select "Manage default documents" and then select "Upload documents".

• From your files, select the documents listed under the Acknowledge column of your list. 
• Once all Acknowledge documents have been added, select "Close".
  
  Your Acknowledge documents will now be available for your team to attach as part of any General Tenancy Agreement sent using One Touch™.

Email documents

• On the same agreement, locate the "Documents emailed to the tenant" section. 
• Select "Manage default documents" and select "Upload documents". 

• From your files, select the documents listed under the Email column of your list.
• Once all Email documents have been added, select "Save".
  
  Your Email documents are now ready and available for your team to attach as part of any General Tenancy Agreement sent using One Touch™.

How to manage your lease documents

To manage your agency's standard lease documents, simply follow the below steps:

1. Create a General Tenancy Agreement within Realworks
   Note ➞  this can be a "dummy" agreement for the purposes of managing your agency's standard lease documents.
   
   
2. Scroll to the bottom of the agreement and locate the relevant attachments section that needs updating. This will either be the "Documents that tenants need to read and acknowledge" or "Documents emailed to the tenant" section. 
   
   
3. Select "Manage default documents".
   
   
4. A pop-up window will appear. This will be your control window where you can view and manage the agency's documents. 
   
   
   
   
5. To remove documents, select the "Remove" button next to the relevant document/s. 
   Note ➞ Remember that when you remove the documents from the control window, you are removing them for the whole agency.
   
   
6. To upload any additional documents, select "Upload documents", select the relevant documents from your files and then select "Close". 

Your updated standard documents will not be ready and available for everyone in your agency to utilise on their General Tenancy Agreements.