Certificates & Checks Setup

Adding & Applying Certificate Types

All properties have different features and because they’re not all the same, the YourCompliance platform is built to be flexible enough to create any type of certificate and allocate that certificate type to some or all of your property portfolio.

By default we have allocated a selection of the most commonly required certificates to all new accounts however you can edit (ie rename) any, delete any or add new ones.

To do this, you need to visit the Settings > YourCompliance > Certificate Types area. Or click here:

https://dashboard.yourwelcome.com/settings/product/compliance/certificate-types

On the table of certificates, each row represents a certificate type. By default none will be applied to properties so you will need to edit a certificate type to confirm which should be on which property. To edit a certificate simply click the ‘More’ menu (the 3 dots to the right of a row) and choose ‘Edit’. Alternatively if you do not want (or will not use) a pre-loaded certificate type in the More menu options you can choose to delete it. Ensure you are selecting the correct row to delete as deletion is permanent and any associated uploads will also be removed.

Editing a certificate type takes you to the same screen as adding a new certificate type (albeit with the information pre-added).

On the first step you can edit or input the name of the certificate type (this name will be shown throughout the dashboard AND in the owner/upload portal so choose a name that is easily identifiable and known by all members of your team (ie if you refer internally (with your staff and owners) to something as an “Electrical Report”, it may not be best to call it an “EICR report” here as although that is the formal name, your team may not know what documents to upload when viewing it later – which can lead to increased admin to explain things).

Next you can move to step 2 by clicking the ‘Next’ button. Note: the green ‘Save’ button will work but will save the document without anything added to step 2 so is fine if editing something but not useful if adding new as it is not fully set up at this stage.

The 2nd step screen for Properties, initially asks you to add a Group. Each ‘Group’ has 2 parts of information:

• The duration of a certificate (ie the amount of time between certificate renewal periods)

• The selection of which properties are applicable to this group.

Thus a single certificate type (eg Property Inspection Report) can have some properties that need to be inspected every 6 months and some that are every 12 months.

In most instances a certificate type has a single group with a renewal period of 12 months, however the system can handle whatever you need.

After clicking ‘Add New Group for the first time you will see a screen that looks like this. You can give the group a nickname (ie ‘Annually’, ‘Yearly’ or ‘Every 12 months’) then define the period, the drop down allows for days or months, so if something is required every 5 years you would need to input every 60 months.

The last step is to choose which properties this certificate type and this grouping are applicable to. You can click the ‘All Properties’ checkbox to quickly select (or clicking again will deselect) everything in your portfolio. Otherwise your properties will show in their groups in the table and you can click in the selection box next to the group name to select everything in that group. Alternatively, a group can be expanded (opened) by clicking on the row which then shows a row for each property so you can individually select them.

Checkboxes have 3 states:

• an empty box means the item is not selected (and in the case of a group, nothing inside the group is selected).

• a tick means that item (all, group or individual property) is selected and if its next to the ‘All Properties’ or a group name it means EVERYTHING in that ‘folder’ is selected

• a dash is only ever seen on the ‘All Properties’ or a group name row. The dash indicates ‘some of’ the items are ticked but not ‘all of’ the items (thus when a group is collapsed (or contracted) it is visually clear ‘some of’ the items inside are selected.

You can also see the total number of selected properties in the tally count next to a group.

If you only have one renewal period (ie every 12 months) then you can click Save and this is now complete. Alternatively you can click the ‘Add New Group’ which presents an additional input box to add the same info as above but for the next group.

Once you’ve clicked to save the item you will be returned to the table with your new entry on it. In the background we also create an empty instance of this certificate type for each property you allocated it to. The status of these new empty instances will initially be ‘unknown’ until the first document is uploaded and we know what its renewal date cycle should be. You can upload document either from:

• Properties > Select an Individual Property > Checks tab.

• Compliance > All Checks > search and find the correct row to upload

• Via the Owner/Upload portal for any user connected to that property with the correct User Rights.

For more info about uploading documents read this article.