What does this option allow you to do?


  • Short on resource or time? Set up a report and send it to a landlord or tenant to be completed by them remotely, within a given timeframe.  They can add details, photos and sign remotely, and you manage the process at every stage.
  • You don't have to visit the property in person, so it's useful if your office resources are limited, or you cannot access the property.  
  • Use our range of bespoke report templates including a landlord property appraisal form, tenant inspection form and pre-check out tenant form.


How do you send a report to a tenant or landlord?


  • You will create a report on the dashboard, ready to send to the tenant or landlord.  Go to Properties>Reports then click the 'Create Report' button, then add the details required.
    • Please note: in the report template you can choose to identify certain questions to be marked as ‘mandatory’, so you can determine which questions in the report must be completed by the tenant or landlord.


 

  • Once the report is created, you can edit that report to make sure the template includes the correct rooms for the property it relates to.  Click the pencil icon to edit.



  • Then use the sidebar menu to access the rooms in the template and click the 'eye' icon to hide any that are not required. Make sure you save your report when finished.



  • Once you've finished editing the report, click the 'Remote Reporting' icon against the report in the Reports screen.



  • The ‘Request remote report’ window will open:
    • Select the tenant or landlord, or click 'Create Tenant/Landlord' to add their details.
    • Select an expiry date for the report to be completed.
    • Select or edit an email template.
    • Click Send.
  • Once sent, the icon will change colour to amber and the report status would change to ‘Remote Report Requested’.
  • Requests sent can be accessed in the ‘Remote Reporting’ menu (Properties>Remote Reporting).
  • Note: you have the option to edit, resend or delete a request - find out more here.



  • The tenant or landlord will receive an email with a link to access the report. 
    • Please note: this help article link can be sent to the tenants if they need assistance.
  • The tenant or landlord will open the link, then go through and fill in the report, answering questions and adding photos.  There is a handy on-screen walk-thru for the tenant or landlord.
    • Please note: the photo limit is to 5 per photo area.
  • The tenant or landlord will sign the report (mandatory) and then press the Submit button.
  • You will receive an email notification that the report has been submitted - you  open the report to review in Properties>Remote Reporting.



  • You will be able to see when each report was sent, to whom, and when it was opened and submitted.
  • Click the amber icon to review the report and add additional comments against any question if appropriate, plus also 'tag' any maintenance issues reported, and either store in TouchRight or push to Fixflo.
  • You can also click the 'eye' button to hide any rooms that are not required.
  • You can delete any tenant photos that are not appropriate by clicking the 'bin' icon.
  • You can add any additional photos that the tenant may have sent to you by clicking the 'Choose files' button to add supportin



  • You will then mark the report as 'Completed' and the tenant or landlord will automatically receive an email with a report link and the option to download the report PDF.



  • You might choose separately to download the report PDF in TouchRight, where an option to ‘Display Remote Reporting Comments?’ will be available.  Set this to 'yes' to see your comments shown in the report. Any comments that you have added will be shown in blue for easy identification.
    • The front page of the PDF will indicate who completed the report e.g. ‘Report Completed By: John Smith (TENANT)’.


For more details, please review the attached PDF.