Running Reviews

The Reviews Manager bolt-on helps Housing teams keep housing register applicant information accurate and up to date by automatically removing inactive applicants and those who no longer wish to remain on the register.

This article provides guidance on how to manually run reviews within the system for customers who have not purchased the bolt-on. Some customers may also have a partially automated setup in place. If you are unsure of your current setup or would like to discuss the Reviews Manager bolt-on further, please contact your Account Manager.

TABLE OF CONTENTS

• The Reviews Process
• Reviews 'Waiting to be sent'
• Reviews 'Overdue'
• Skip a Review or Mark as Reviewed Ad-hoc

The Reviews Process

2 – 3 Months before a review is due, a pop up is applied to the Customers account which notifies them that a review is due soon. If they complete the review before the review is due, they won’t go into the process and will be auto-marked as ‘reviewed’.

The workflow below is a rough guide on the review process from when the Annual Review is due, a breakdown of how to complete each part of the review is below   

Reviews 'Waiting to be sent'

When the applicant is due for their annual review, their review policy status will automatically change to 'waiting to be sent'. It is at this point that you will need to create the report and send a reminder notifications to the applicants. 

To create a report on Lettings:

1. Select the Report on the left side of your screen.

2. Click Generic List Report and select Applications from the ‘Report On’ drop-down menu.

3. For your report filters select:

   • Review Policy Status
   • Is
   • Waiting to be sent

   
   If you are sending e-mail notifications, add the report filter:

   • Address
   • EMAIL
   • Does have a value
     
     

   If you are sending letter notifications, add the report filter:
   

   • Address
   • EMAIL 
   • Does not have a value
     
     

4. Add any additional filters you require to remove those who may be excluded from your review policy. (e.g Autobid, Over 55s or sheltered applicants).

5. Then click Run Report and you will be given a set of results.

   
   

1.  Click the Mail icon in the tool bar and select your review reminder e-mail or letter template.
2. Click Set up bulk mail.
3. For Name type Waiting to be sent annual review.
4. The action on complete is Mark as review sent.
5. Then click Save changes.

Letters : If your annual review is a letter you will need to select Run and then Download. This will then download the letters as a PDF to your computer for you to print and send. 

E-mails: If your annual review is an e-mail you will just need to select Run this will send the e-mail to all of the applicants on the report. 

Once the Bulk mailer has been ran, all applicants on the report will have their review policy status marked as "Review sent" and a journal entry will be added to show that the notification has been sent to the applicant.

Reviews 'Overdue'

If the applicant has not completed their review, 28 days after the applicant has been sent their first reminder, their review policy status will go into 'overdue'. It is at this point that you will need to create the overdue report send your account hibernation/suspension notifications. 

To create a report on Lettings:

1. Select the Report on the left side of your screen.

2. Click Generic List Report and select Applications from the ‘Report On’ drop-down menu.

3. For your report filters select

   • Review Policy Status
   • Is
   • Overdue
     
     

   If you are sending e-mail notifications, add the report filter:

   • E-mail
   • Does have a value
     
     

   If you are sending letter notifications, add the report filter:
   

   • E-mail 
   • Does not have a value
     
     

4. Add any additional filters you require to remove those who may be excluded from your review policy. (e.g Autobid, Over 55s or sheltered applicants).

5. Then click Run Report and you will be given a set of results.
   
   

1.  Click the Mail icon in the tool bar and select your review reminder e-mail or letter template.
2. Click Set up bulk mail.
3. For Name type Overdue annual review.
4. The action on completion is Suspend application or Remove application depending on your internal process (This changes the application status to "Hibernated").
5. Then click Save changes.

E-mails: If your annual review is an e-mail you will just need to select Run this will send the e-mail to all of the applicants on the report. 

Once the Bulk mailer has been ran, all applicants on the report will have their application marked as hibernated/suspended and a journal entry will be added to show that the notification has been sent to the applicant. 

Depending on your set up and what you have chosen for the Hibernated period (e.g 28 days), at the end of the period the application will be set to 'removed' and a journal entry added to advise that they have been removed by the review module. 

Skip a Review or Mark as Reviewed Ad-hoc

To manually skip a review or Mark a Review on an adhoc basis:

1. Run the report for applicants 'Waiting to be sent' following the steps in the top section of this article.
2. Select the applicant you wish to skip the reviews process.
3. Click the Reviews history icon at the top of the screen.
   
   
   
   
4. Click Skip this review to skip that annual review or Mark as reviewed if you have spoken to them separately.