Shortlist Management

This article will explain how to use the shortlist page and make the most of it's features. 

TABLE OF CONTENTS

• Working a Shortlist
• Managing Correspondence
• Filtering
• Undo/Redo
• Reset
• Withdraw
• Copy Shortlist
• Additional Shortlist Features
• The "Other" Column

Working a Shortlist

The guidance below will show you how to make offers, reject, refuse and let on shortlists. 

1. To reject an applicant, click "Reject", then enter the "Reject Reason" and click "Save"
2. To offer to an applicant, click "Offer" then either "Accept" or "Refuse" depending on the applicant's decision
3. To refuse an offer, click "Refuse" then enter the "Refuse Reason" and select "Yes" or "No" as to whether it was a reasonable refusal or not, then click "Save"
4. If an offer has been accepted, click "Pending Let" then input the "Let Date" and click "Save"

Note: The example above of working a shortlist is purely to show the various options and not 
instructions on how shortlisting should take place.

Did you know: When adverts are grouped, you can reject or refuse offers across multiple shortlists.

Managing Correspondence

The sending correspondence from the shortlist page can work as a bulk mailer if "Send All" is ticked. This could be used to inform all bidders that a property has been withdrawn. Individual emails can be sent, this would usually be an offer email and it's also possible to pick different templates for different statuses, for example an offer email plus multiple viewing templates.

1. Under the "Bids" tab on the shortlist's page, click the "manage correspondence for this shortlist" icon
2. Select the "Send All" tick box
3. Click "Set Email Template for All", or your desired method of communication
4. Choose your desired template
5. Click "Send"

Alternatively

1. Under the "Bids" tab on the shortlist's page, click the "manage correspondence for this shortlist" icon
2. Select one status, such as Ineligible
3. You can tick "Send All" to send the correspondence to everyone in that group, or you can tick/untick the "Send" box next to each person if you want to send it to someone in particular
4. Click "Set Email Template for All", or your desired method of communication. Alternatively, you can click "Set" next to each person 
5. Choose your desired template
6. Click "Send"

Filtering

Any data held against the application can be used to filter a shortlist, this is often used to match against specific age or adaption criteria to find the best match for the property where appropriate

1. Under the "Bids" tab on the shortlist's page, click the "filter this shortlist" icon
2. Type the data you are trying to match, for example "Age Band"
3. Select the Filter Type and Filter Value 
4. Click "Apply Filter"

Did you know: You can add multiple filters to one shortlist.

Note: If you intend to filter a shortlist to find a specific match it's good practice to indicate on the advert that preference will be given to a specific group of applicants.

Undo/Redo

To undo or redo your last action/s:

1. Click the anticlockwise arrow to undo
2. Click the clockwise arrow to redo action

Reset

This will reset all the actions that have occurred on the shortlist, setting it back to its original unworked state. To reset a shortlist:

1. Click the "reset this shortlist" icon
2. Then click "OK"

Withdraw

You can use the withdraw feature to remove and change the status of a property. To do this, follow the steps below:

1. Under the "Bids" tab on the shortlist's page, click the "withdraw this shortlist" icon
2. Enter the reason you are withdrawing the shortlist, for example the property is no longer available
3. Select the new shortlist status
4. Click "Save"

Note: Some of the data in the video has been blurred for confidentiality reasons. 

Note: If you see the any of the mentioned icons as "greyed out" this will indicate that you have not been granted permissions to use this function.

Copy Shortlist

This function allows you to copy the bidders from one shortlist against a different property of the same eligibility criteria. To do this, follow the steps below:

1. Under the "Bids" tab on the shortlist's page, click the "copy this shortlist" icon
2. Search for the void property you'd like to copy the applicants to
3. Click "Copy"

Additional Shortlist Features

Here are some additional features within the shortlists page and where to find them:

• Print a PDF of the shortlist
• View snapshots in time - this will show how the shortlist appeared at the point of bidding closing, offer, let etc.
• Audit history - this shows the actions taken on the shortlist and they are time and date stamped
• Change let date - this is only available when a property has been set as Let

The "Other" Column

To the right of the shortlist there is a column named "Other". Within this there are some additional features including the following:

• Make note - here you can make a note against an individual applicant on the shortlist
• Print details - this is the summary of the application details 
• Show bids - this shows you all the current bids on other shortlists that the applicant has made