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, and 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: you can identify certain questions to be marked as ‘mandatory’, so you can determine which question in the report must be completed by the tenant or landlord.


 

  • Once the report is created, 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 an email template - we have 5 new templates available:
      • Self-Service: Property Appraisal/Fact Find (Landlord)
      • Self-Service: Post-Check In Report (Tenant)
      • Self-Service: Property Inspection Report (Tenant)
      • Self-Service: Pre-Check Out Report (Tenant)
      • Self-Service: Post-Works Feedback (Tenant)
    • 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).



  • 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 can 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.
  • You will be able to add an additional comment against any question if appropriate, plus also 'tag' any maintenance issues reported, and either store in TouchRight or push to Fixflo.



  • 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.  The front page of the PDF will indicate who completed the report e.g. 
  • ‘Report Completed By: John Smith (TENANT)’.
  • Any comments that you have added will be shown in blue for easy identification.


For more details, please review the attached PDF.