Managing Forms and Agreements Templates

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This article offers a step-by-step guide on how to access, create, and manage your Forms and Agreements templates within the Settings menu. These templates are vital tools for generating standard forms and agreements across your companies, with customization options to fit your specific needs. Whether you're looking to create a brand new template or edit an existing one, this article will provide you with all the necessary instructions to make the process smooth and straightforward.

 

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Navigating the Templates

  1. Navigate to the Settings menu.
  2. Select the Templates option under the Correspondence section.
  3. To add a new template, click the green Create Form/Agreement Template button at the top right of the screen. Alternatively, you can create a copy of an existing template for similar needs.
  4. To modify or archive an existing template, click the blue link of the template name.

All templates are shared across your companies, but you can individualize branding for each company using the header and footer management options.

 

Creating a Template

Creating or editing a template consists of several components:

  1. The template should have a descriptive title for easy identification.
  2. Determine if this template will utilize your standard header/footer, typically used for letters.
  3. The toolbar enables you to format the text and customize the template.
  4. Use Merge Fields to insert placeholders that will auto-fill with data from your file upon document generation. A full list and descriptions can be found below.
  5. Remember to save your changes by clicking Save.
  6. For a mock-up of your template’s layout, use the Preview Template feature. Note that preview utilizes sample data, not actual information from your files.
  7. If you intend to remove a template, you may do so by selecting the Archive option.

Below is a list of all the merge fields available for the Forms and Agreements template.

Title     Description
Future Term Start Date The start date of the next future term.
Future Term Expiry Date The expiry date of the next future term.
Primary Contact Postal Address Full postal address for the primary contact of the tenancy, displayed in a block format.
Account Contact Postal Address The postal address for the account contact of the tenancy, displayed in a block format.
Account Contact The name of the account contact of the tenancy
Primary Contact The name of the primary contact of the tenancy
Site Contact The names of all site contacts associated with the tenancy displayed on a single line separated by commas.
Guarantor Contact The names of all guarantor contacts associated with the tenancy displayed on a single line separated by commas.
Related Area The area of the property occupied by the related tenancy.
Next Lease Break Date The date of the next scheduled lease break in dd/mm/yyyy format.
Current Date The current date
Company Name The name of the company
Company Address The full address of the company displayed on a single line, separated by commas.
Property Name The name of the property
Property Address Block The full address of the property, displayed in a block format.
Flat / Apartment The flat/apartment field of the property address.
Street / Building Number The street/building number field of the property address.
Street Name The street name field of the property address.
Suburb / District The suburb/district field of the property address.
Town / City The Town/City field of the property address. 
Region / State The Region/State field of the property address. 
Post / Zip Code The Post/Zip Code field of the property address. 
Country The Country field of the property address. 
Property Owner Name The full name of the property owner contact.
Property Manager First Name The first name of the related Property Manager.
Property Manager Last Name The last name of the related Property Manager.
Property Manager Phone The phone number for the Property Manager
Property Manager Mobile The mobile number for the Property Manager
Property Manager Email The email address for the Property Manager
Smoke Alarms Information disclosed about smoke alarms in the property details
Insulation Information disclosed about insulation in the property details
Pool Fencing Information disclosed about pool fencing in the property details
Lease/Tenancy Name The name/trading name of the lease/tenancy
Reference The online payment reference from the lease/tenancy details.
Outgoing Percentage The default outgoings percentage from the lease/tenancy details.
Opex Amount The total outgoings portion of the rent template, excluding tax.
Lease/Tenant Contact The names of all lease/tenant contacts associated with the lease/tenancy displayed on a single line separated by commas.
Rent Amount The total rent portion of the rent template, excluding tax.
Rent Paid To The date the rent is paid up to in dd Mmm yyyy format.
Rent Length Used together with the Rent Unit field, this shows the number of days, weeks, months or years covered by the rent amount.
Rent Unit Used together with the Rent Length field, this shows the number of days, weeks, months or years covered by the rent amount.
Net Rent Amount The total rent amount (including outgoings) excluding tax.
Gross Rent Amount The total rent amount (including outgoings) including tax. 
Future Rent Amount

The rent amount (including outgoings) on the next rent template

NOTE: The future rent merge field ignores temporary prorated rent templates as they are not indicative of what the actual future rent will be.
Future rent merge fields will now use Future rent that comes after the prorated template.

Future Rent First Payment The first payment date on the next rent template in dd Mmm yyyy format.
Future Rent Frequency The frequency of rent payments on the next rent template.
Term Start Date The start date of the current term in dd Mmm yyyy format.
Term Expiry Date The expiry date of the current term in dd Mmm yyyy format.
Term Rolling If the term is rolling, this field will output the word, Rolling.
Term Length Used together with the Term Unit field, this shows the length in days, weeks, months or years of the current term.
Term Unit Used together with the Term Length field, this shows the length in days, weeks, months or years of the current term.
Renewal Start Date The start date of the next renewal term in dd Mmm yyyy format. This only applies to commercial or mixed properties that don't have a rolling term.
Renewal Length Used together with the Renewal Unit field, this shows the length in days, weeks, months or years of the next renewal term. This only applies to commercial or mixed properties that don't have a rolling term.
Renewal Unit Used together with the Renewal Length field, this shows the length in days, weeks, months or years of the next renewal term. This only applies to commercial or mixed properties that don't have a rolling term.
Renewal Expiry Date The expiry date of the next renewal term in dd Mmm yyyy format. This only applies to commercial or mixed properties that don't have a rolling term.
Final Renewal Expiry Date The expiry date of the final renewal term in dd Mmm yyyy format. This only applies to commercial or mixed properties that don't have a rolling term.
All Right Of Renewals A comma-separated list of all right of renewal dates in dd Mmm yyyy format. This only applies to commercial or mixed properties that don't have a rolling term.
Rent Reviews A comma-separated list of the type, date and updated rent amount of all future rent reviews.
Bond Received The total amount of the bond received.
Bond Owing The total amount of the bond still outstanding.
Bond Total The total amount invoiced for the bond.
Trust Account Bank Details Bank account name and number of the Trust Account displayed on a single line.
Lease Break Title Title of the lease break.
Lease Break Type The type of lease break.
Lease Break Conditions Text entered in the Lease Break Clause Conditions field
Lease Break Notes Text entered in the notes field of the lease break.
Lease Break Dates A comma-separated list of all break dates in a dd/mm/yyyy format.
Lease Break Final Notification Dates A comma-separated list of all final notification dates in a dd/mm/yyyy format.
Lease Break Next Break Date The date of the next break available to be exercised in a dd/mm/yyyy format.
Lease Break Next Final Notification Date The date of the next Final Notification Date in a dd/mm/yyyy format.
Lease Break Next Length Used together with the Lease Break Next Length field, this shows the number of days, weeks, months or years to the next notification.
Lease Break Next Unit
Used together with the Lease Break Next Unit field, this shows the number of days, weeks, months or years to the next notification.

 

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