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Reapit move-outs feature

Enabling Reapit Move Outs

The functionality to add a Move Outs to an Agent account is behind a feature flag. What this means is that we have the functionality in the codebase, we just need to trigger it by enabling the feature on a per Organisation basis.


At the time of writing(Apr 26), Move Outs are disabled for all Agents apart from 2 for the initial rollout phase, which means these two have the feature flag for Reapit MoveOuts toggled on.


When we are happy with the feature we will enable for ALL Reapit integrated Agents, this means that we would need to toggle this off per Organisation if an Agent wanted to opt out.

Prerequisites

Agents must have Reapit integrated into Notify. Instructions for this can be provided upon request.

What Happens Once Enabled

When an Agent adds a Tenancy with an end date to Reapit, this potentially could become a Move Out in Notify.


Here’s how it works:


When an Agent adds a Tenancy to Reapit - it creates a Tenancy in the Notify database.

If conditions are right i.e. the Tenancy has a ‘current or ‘arranging’ status and 100% valid data, a Move In Vacancy will automatically be created.


21 days before the end date — We begin evaluating the validity of the Tenancy data we have for the move in, to see if we can create a move out. 


14 days before the end date — If all data is still valid and we have no other reason to reject the Tenancy (see below, ‘Rejection Rules’), a Move Out Vacancy will be created in Notify.

This staged approach ensures Move Out Vacancies are not created prematurely.

Data Validation Requirements

To create a Move Out Vacancy from a Reapit Tenancy

  • Tenancy must have no move-out validation errors — currently this only requires end_date to be present
  • Property must have no data point violations — the linked ReapitProperty must have valid address_line_1, town, and a valid UK mainland postcode (England, Scotland, or Wales)
  • Negotiator must be linked to a Notify User
  • Landlord must have a valid related Contact or Company — the property's ReapitLandlord must exist and have at least one valid primary ReapitContact or ReapitCompany (valid meaning no data_point_violations, e.g. valid email, phone, address, postcode)

Validity Is Recalculated Automatically

When Tenancy data is received from Reapit, we automatically recalculate the data validity. This means the source of truth is always the Reapit CRM


Viewing Move Out Vacancies in the Reapit Move Out Builder


The Reapit Move Out builder can be viewed at: https://dashboard.getnotify.co.uk/reapit-move-out-builder/

Understanding the tabs

The Reapit Move Out Builder has 5 tabs which represent the state (status) of a Tenancy which has been sent to us from Reapit

  • Pending: Tenancy has been received from Reapit
  • Requires data: Tenancy is within 21 days of its end date but more than 14 days before (when we would create a Move Out). It has some missing or invalid data
  • Holding area: Tenancy has all required data but it is still too early to convert it
  • Converted: We have all data needed and have been able to successfully create a Move Out from the data in hand
  • Rejected: We cannot process the Tenancy (see below)

As previously noted, we do not convert Tenancies with end dates into Vacancies immediately as that would mean that informs are sent prematurely

Filtering and Searching

Within the Move out builder tabs you are able to filter Tenancies by address, organisation name and date

Rejection Rules

We do have some specific rules which would mean that a Tenancy is not automatically created and is marked as rejected in our system — for example, we can blacklist a particular Property, Office or Postcode upon request.


Most rejection rules apply to Move ins as well as Move Outs.


Rejection rules change occasionally so for a full up to date list please contact the Notify dev team.


It is also possible to reject a specific Tenancy within the UI - there is a ‘reject’ button on the Tenancy list view.

Managing Move Out Vacancies

How Move Out Vacancies Relate to Move In Vacancies

In Notify, we are normally able to combine a Move in Vacancy with a Move Out Vacancy within the UI (so if you click through from the Properties page, you will see Move in and Move out for the same Tenancy for that Property)

However, you will never see this with a Vacancy created automatically through a Reapit Tenancy.*  Reapit Move Outs will need a separate Move out Vacancy creating as the chronological ordering of Tenancies is different to Notify. A Notify Vacancy represents a Move Out of one tenant from a Property followed by a Move In of another Tenant, so Move Out vacancies can be combined with Move In vacancies. In contrast, Reapit Tenancies cover a period from a Move In to a Move Out, representing one tenancy period rather than the end of one tenancy and the start of another.


Manually Adding Landlord/Care Of Contact Details

We allow Move Outs to be created without Move Out Liable Parties (Tenants) if that is required

Therefore if that data needs to be added manually you would just edit the Move out Vacancy as usual.

Force creating Move Outs

There may be an occasion where it is necessary to force create a Vacancy without the landlord contact data. This can be done in the Move Outs dashboard - the button should show when all other conditions are valid, as discussed above. After which you may manually add the Landlord/Liable Party details to the Vacancy.

Adding CareOf Details

Reapit does not support the concept of adding a CareOf within the CRM, therefore you can edit a Liable Party added through Reapit to include a CareOf on the Vacancy details view.

Monitoring and Troubleshooting

Journal Entries Sent to Reapit

We currently send Journal entries to Reapit to track when a significant event has occurred whilst working the data in our system. 

Reapit defines journal entries as follows:

Journal entries indicate that an event has occurred for an associated entity…. Journal entries are used to drive the various activity feeds in our CRM systems.


On our end, these are events such as:

  • A Tenancy has been created
  • A Tenancy has been rejected
  • A Tenancy has been converted to a Vacancy

A full list is available upon request.