|
Key-Data Systems respond to client requests within a very short time span. Periodically, we then update our whole client base so that all clients receive ALL the new features. Our product development department have been doing this for fifteen years, and we are certain that no other software provider can come close to the fast response that Key-Data customers enjoy....
The following product updates are just a small subset of the hundreds of new features and reports that our clients have enjoyed in just the last twelve months... What will the next twelve months bring?... you tell us...we will deliver!
• Key-Data Systems are pleased to announce that Key-Data Gold will now export your landlord statements to your website. This additional feature allows you to give your landlords secure web-site access that allows them to view and print their statements.
• The ‘Rents and Collections Due’ screen now offers a mechanism to record which ‘Overdue Rent’ chase letters have been recorded for each outstanding item. Procedure: Just below the overdue list there are three boxes that allow for the recording of 1st, 2nd and 3rd reminders. These option boxes are automatically maintained when reminder letters/emails are generated either individually or via the batch reminder option. They may also be manually overridden where necessary. Note: Where a reminder is generated for a single overdue transaction, the user is asked whether they would like to mark all outstanding transactions for the tenant as having been chased, this defaults to ‘Yes’ although if ‘No’ is selected then only the currently selected item is updated.
• When the order on ‘Due Date’ option is selected on the ‘Rents and Collections Due’ screen, the overdue listing is now colour defined into four different sections. Items more than 45 days overdue (Period 4) are shown in bright red at the top of the table, next, items between 45 days and 14 days overdue (Period 3) are displayed in dark pink, then, items between 14 days and 7 days overdue (Period 2) are displayed in light pink, and finally, items 7 days or less overdue (Period 1) are displayed in green. The period days described above may be altered to suit your agency where required through the ‘Reminders’ tab of the ‘Admin Tools/System/Preferences’ routine.
• An additional automatic reminder has been added that will warn on system start-up where outstanding tenant items beyond a set number of days (default set to 35 days), that have not had a ‘Reminder3/Action’ generated are located. Procedure: Currently this feature is switched off in the ‘Reminders’ tab of the ‘Admin Tools/System/Preferences’. The feature may be activated by ticking the ‘Warn About Rents Overdue By More Than.....’ option, and altering the default number of days if necessary.
• The Key-Data Gold Office Diary (ver 2.0.1.6) now allows for the exporting of appointment and viewing information that can be imported into a third party diary such as Microsoft Outlook, Google Diary etc. If you synchronise your mobile device (Blackberry, iPhone) to Microsoft Outlook, then your Key-Data Gold appointments will be available to you on your mobile device.
• The ‘Rent & Collections Due/Tools/Batch Overdue Rent Communication’ screen has been further developed to offer a variety of rich new features and options: In addition to generating word mail-merge documents and mailing labels to a batch of tenants, it is now possible to send individual emails to each tenant in the batch list, with or without a selected ‘Rent Chase’ letter in the body of the email. Additionally it is also possible to attach each tenants ‘Rent Book’ to their email (in pdf format).
• Key-Data Gold now offers further, advanced user-auditing mechanism that allows for the easy tracing of who performed which routine and at what time.
• It is now possible to record that a tenant has a ‘Rent Guarantee’ scheme in place. Additionally, when the tenants ‘Detailed Tenancy Record’ is viewed or when a receipt is recorded from the tenant, then a label to notify the user of this fact is displayed
• It is now possible to record that a tenant has a ‘Payment Plan’ in place to clear arrears. Additionally, the payment plan field is displayed on the ‘Reporting/Tenants/Arrears Listing’ report.
• It is now possible to display all viewings completed by an applicant directly from their record sheet
• The ‘Detailed Landlord Record’ screen now offers a ‘Comments’ tab.
• Where a property has been marked as ‘Under application’ on the ‘Detailed Property Information’ screen, it is now additionally possible to assign an applicant for easy reference.
• The filter mechanism on the ‘Service Call Management’ screen has been developed significantly. Previously only one filter at a time could be applied to the service call table. Now any/all filters may be assigned at the same time offering greater flexibility.
• The ‘General Details’ tab of the ‘Applicant Management’ screen now offers a number of filters to locate applicants quickly and easily.
• The ‘Applicant Management Record’ screen now offers a ‘Comments’ tab. • It is now possible to make a tenant receipt directly from the ‘Detailed Tenancy Record’ screen.
• It is now possible to make a landlord payment directly from the ‘Landlord Details’ record screen.
• The ability to add and manage recurring ‘Office Account’ transactions has been added.
• Where your agency has the optional Key-Data Pathways property sales module installed, it is now possible to export applicant and vendor information to the system automatically.
• The ‘Mainscreen/User Tools/Log Key Movement/Key In’ routine now offers several filters to allow the locating of the original ‘Key Out’ transaction far easier and faster
• To improve your applicant management, it is now possible to make an applicant dormant, and set a ‘Wake-up’ date to automatically re-enable them
• Where a marketed property has a tick recorded into the ‘Under Application’ option box on the ‘Rent Details’ tab of the ‘Detailed Property Information’ screen, this will now display on the ‘Rightmove’ site (and other portals that support this feature) as ‘Let Agreed’.
• OFFICE DIARY DEVELOPMENTS It is now possible to schedule automatic reminders for agency viewings. Previously it was only possible for reminders to be set on custom agent scheduled events.
• The ‘Reminders Tab’ of the ‘Detailed Property Information’ screen now offers a ‘Service Call Maintenance Reminder’ box. If text is added to this box then when, if property has a new ‘Service Call’ entered against it then a message is displayed to the user containing the message text entered into the box. This is a useful feature where you wish to be reminded that a property should only have repair work completed under certain circumstances.
• For agents using 'Insurance Based' tenancy deposit management solutions, the ‘Mainscreen/Admin Tools/Transfer Tenancy Deposit/Into Agent Account’ routine has been developed and improved
• It is now possible to have the ‘Key-Data Mail’ mechanism utilise a different ‘Reply-To’ email address from the email account that was used to send the email.
• In addition to displaying agent entered comments, the ‘Comments’ tab of the ‘Detailed Tenancy Record’ screen now displays any items from the ‘Property History List’ relevant to the tenant.
• The ‘Detailed Landlord Record’ screen now offers fast access to a selected properties ‘History List’. Procedure: Select a property from the bottom right drop down property selection box and click the ‘Display History List’ button
• The ‘Additional Details’ tab of the ‘Detailed Tenancy Record’ screen now allows a ‘Known As’ name to be recorded for a tenant. Additionally the ‘main ‘Tenants Management’ list allows a search to be done on this field. This feature allows for the easy definition and location of tenants with difficult to remember/pronounce surname and forenames.
• The ‘Notes and Maintenance Tasks’ list on the ‘Time Scheduling’ screen may now be filtered on task description (ie Energy Certificate,. Gas Check etc). A drop down filter box below the ‘Property Filter’ allows for the quick and easy selection of all frequently used maintenance events. Alternatively user text (case sensitive) may be entered into the filter box.
• The ‘Street Name’ location filter on the ‘Property Information’ screen no longer just locates the grid-table locator to the nearest property, it filters the property listing for a clearer search mechanism.
• The ‘Key-Data’ email client now allows the addition of numerous file attachments (previously it was limited to one). Additionally to open/view an attachment the attached file may be double-clicked in the list of attachments.
• It is now possible for users to define a signature, (text that is automatically appended to the end of an email) within the ‘Key-Data’ email client.
• The ‘Key-Data’ email client now allows for the addition of user selected carbon and blind copy email recipients.
• Where desired, it is now possible to add a ‘Display Name’ to a users email account that will display in the recipients ‘Inbox’. Procedure: Select ‘Mainscreen/Edit/User Details’ and record a ‘Display Name’.
• A new letter routine has been added to the ‘Detailed Property Information/Tools’ menu. The ‘Inventory/Generate Inventory Documentation’ option will automatically start an inventory template document. The inventory document allows for the easy recording of property condition and contents and forms a very useful alternative to the existing database driven inventory recording mechanism (this will be depreciated in the future). Where a document has previously been generated and saved into the properties ‘Property Information’ folder then the user is notified of this when the routine is run again.
• Where a ‘Guaranteed’ item is clicked in the list of ‘Rents & Collections Due’ the actual amount outstanding on that item is now displayed at the foot of the table.
• The ‘Account Management/Tenants/Credit Account Entry’ routine now allows for the automatic emailing of tenant credit transaction advice notes.
• When a new ‘Service Call’ item is logged, Key-Data Gold now automatically records the time that the transaction was recorded, in the detailed notes field. If this information is not required, then the feature may be switched off though the ‘Admin Tools/System/Preferences’ screen.
• It is now possible to enter a landlord salutation that is used on landlord statements. Whatever is entered into the ‘Preferred Salutation’ box on the ‘Additional Details’ tab of the ‘Landlord Information’ screen will automatically over-ride any other salutation that has been calculated by the system. Ie if ‘Chris’ is recorded, then that landlord statement would display ‘Dear Chris’
• The previously defined background window colour has been removed from all Key-Data Gold system windows. This has the effect that if a ‘Windows Theme’ or user colour preference has been defined in the Windows operating system, then Key-Data Gold will now reflect that setting. This allows different users to experience Key-Data Gold using different customisation settings.
|