Managing Properties for Your Landlords
How to use HouseFile as a letting agent to manage compliance documents, track tenant acknowledgments, and keep your landlords organised.
Quick Start
As an agent, you don't need your own subscription. You manage properties on behalf of landlords who have invited you.
Accept Invitation
When a landlord invites you, you'll receive an email with a link to accept and access their properties.
View Your Dashboard
Your dashboard shows all managed properties across all landlords, with filters to focus on what needs attention.
Manage Properties
Upload documents, create tenant links, track acknowledgments, and keep everything compliant.
Understanding Your Role
Landlords can assign you one of three permission levels:
Can view properties, documents, and tenant acknowledgments. Cannot make changes.
Can upload and edit documents, create tenant links, and manage tenancies. Cannot access settings.
Full access including templates, default checklist settings, and the ability to request documents from landlords.
How to Add a Property
As an agent with Editor or Manager access, you can add new properties to your landlord's portfolio.
Step-by-step guide
Navigate to the landlord's properties
Click on the landlord's name in your sidebar, then select a property or click "Add Property".
Enter property details
Fill in the property name, address, and postcode. The name can be a nickname like "10 Waverley" for easy reference.
Choose a template (optional)
If the landlord has templates set up, select one to pre-populate the document checklist with common items like Gas Safety Certificate, EPC, etc.
Save the property
Click "Create Property" and you'll be taken to the property page where you can start uploading documents.
Uploading Documents
Keep all compliance documents organised and track expiry dates automatically.
Adding documents to a property
Open the property
Click on any property from your dashboard or the landlord's property list.
Go to the Documents tab
You'll see the document checklist with items that need to be uploaded.
Click on a checklist item or "Add Document"
Either click a checklist item to upload that specific document, or use "Add Document" to add something new.
Upload the file and set expiry date
Upload the PDF or image, give it a title, select the category, and set the expiry date if applicable. This is crucial for compliance tracking - HouseFile will alert you when documents are expiring.
Important: Always set expiry dates
Gas Safety Certificates expire after 12 months, EICRs after 5 years, EPCs after 10 years. Setting expiry dates ensures you get reminders before documents expire.
Managing the Document Checklist
Each property has a checklist of required documents. You can customise this per property or use the landlord's default checklist.
Property Checklist
View the checklist on any property page. Items show as complete (green tick) when the document is uploaded and valid, or incomplete (empty circle) when missing or expired.
Default Checklist (Managers)
As a manager, you can configure the landlord's default checklist. Go to the Landlord Settings from your dashboard and click "Default Checklist" to add or remove required items.
Creating Tenant Links
Share documents with tenants and track when they acknowledge receipt - essential for compliance.
Creating a link for tenants
Go to the Tenants tab on the property
Open the property and click on the "Tenants" tab.
Click "Create Tenant Link"
Enter the tenant's name and optionally their email address.
Select which documents to share
Choose which documents the tenant needs to see. Typically: Gas Safety Certificate, EPC, EICR, How to Rent Guide, and any prescribed information.
Share the link
Copy the unique link and send it to the tenant via email or message. They can view documents and confirm receipt without creating an account.
Track acknowledgments
When the tenant views and acknowledges documents, you'll see the timestamp and their digital signature. This is your proof of delivery.
Why this matters
Under the Renters' Rights Act, landlords must prove tenants received prescribed documents. HouseFile provides timestamped acknowledgments that serve as evidence in case of disputes.
Using Templates
Templates save time by pre-populating document checklists when creating new properties.
What are templates?
Templates are pre-defined document checklists. For example, a "Standard Let" template might include:
- Gas Safety Certificate
- EPC
- EICR
- How to Rent Guide
Managing templates (Managers)
As a manager with full access, you can create and manage templates for your landlords:
- 1. Go to your Dashboard
- 2. Find the landlord in "Landlord Settings"
- 3. Click "Settings" → "Templates"
- 4. Create templates for different property types (Standard Let, HMO, Student Let, etc.)
Internal Notes
Communicate with landlords through internal notes on each property. Notes are visible to both you and the landlord.
Using notes
Go to the Activity tab on any property
Open a property and click the "Activity" tab to see the notes section.
Add a note
Click "Add Note" and type your message. Notes can be used to flag issues, request information, or leave reminders.
Pin important notes
Click the pin icon to keep important notes at the top of the list.
View all notes from the Notes page
Click "Notes" in the sidebar to see all notes across all properties. Filter by landlord or property, and track unread notes.
Document Requests
When you need a document from a landlord, you can request it directly through HouseFile. They'll receive an email and can upload the document in response.
Requesting a document (Managers only)
Go to the Activity tab on any property
Open a property and click the "Activity" tab to see the Document Requests section.
Click "Request Document"
Fill in the document title (e.g., "Gas Safety Certificate 2024"), select a category, and set the priority level.
Add a description (optional)
Provide context for the landlord, such as why the document is needed or what specific version you require.
Submit the request
The landlord receives an email notification. Once they upload the document, the request is marked as fulfilled.
Standard requests
Needs attention soon
Time-sensitive requests
View all requests
Click "Requests" in the sidebar to see all document requests across all properties. Filter by status (Pending/Fulfilled), landlord, or property.
Tracking Document Expiries
Never miss a certificate renewal with automatic expiry tracking.
The Calendar
Access the Calendar from your sidebar to see all upcoming expiries across all managed properties. Use the landlord filter to focus on a specific portfolio.
Automatic Reminders
HouseFile sends email reminders when documents are about to expire:
- 30 days before expiry
- 14 days before expiry
- 7 days before expiry
- When expired
Key Features for Agents
Needs Attention Dashboard
See all expired certificates, expiring documents, and pending tenant acknowledgments across all your managed properties at a glance.
Expiry Calendar
Track certificate and document expiry dates across all landlords. Filter by landlord to focus on specific portfolios.
Document Requests
Request specific documents from landlords when something is missing. They'll receive an email notification and can upload directly.
Property Notes
Leave internal notes on properties for communication between you and the landlord. Pin important notes for visibility.
Landlord Settings (Managers)
As a manager with full access, configure templates and default checklists for your landlords to ensure consistency across their portfolio.
Tips for Efficient Management
- Check the "Needs Attention" section daily to stay on top of compliance issues
- Use the landlord filter on the calendar to review each portfolio separately
- Set up templates for each landlord to ensure consistency when adding properties
- Use document requests to prompt landlords for missing certificates before they expire
- Check the Notes page regularly for unread messages from landlords
- Use Cmd+K (or Ctrl+K) to quickly navigate between pages using the search bar