Residential Lettings Software for National Agency Networks

Reader Note: This web page is intended for senior managers, accountants, lettings managers, business analyst, IT and network personnel, and procurement departments for corporate, large multi branch and franchise estate and letting agencies. For further enquires, discussions on requirements please contact Glyn.Trott@Letmc.com, Tel: 0870 870 8282. For additional information please Download our Corporate Brief (pdf) . LetMC meets the security and business resilience standards required by Britain's largest banking group and one of the largest insurance companies in the UK. The following documents outline some of the security and business continuity processes in place. Download our System Security document (pdf). Pandemic Flu Business Continuity Plan - available upon request.

Introduction

LetMC.com is a web based/online property management and lettings software system. Managing marketing, property management, client bank accounting, and website, including online service functionality (e.g. online bookings, landlord logins). The property management software provides lettings, accountancy and property management tools, and then is specifically designed to achieve 5 main objectives. 1. Standardise the processes followed by branch letting negotiators by providing step-by-step wizards for lettings tasks. Validation is carried out at the business object level to minimise user errors e.g. overlapping tenancies or invalid rent schedules. 2. Naturally centralises tasks such as printing, reconciling bank accounts, making payments, renewing tenancies and managing contractors. All processed back to a regional or national lettings/central admin office. 3. Integrated and flexible approach to ‘multi-branching’ (not separate ‘cuts’ of database per branch) in order to achieve inter-branch communication, centralisation, charging by branch, and reporting on branch performance. 4. Automate business processes and work tasks e.g. automatic charging and chase letters. 5. Landlord service offered can be defined which then drives the processes and automated activities e.g. issuing of Section 21 certificates and property inspections. The lettings software application provides real-time and interactive access for tenants and landlords e.g. to report and view maintenance progress. SOAP/API services provide gateways for other live website applications, as well as traditional feeds.

Software Functionality

The different aspects and levels of functionality within the software are best explained face to face with department heads, or by the prospective client submitting a functionality questionnaire. Any functionality that is required but not present may be developed as part of LetMC ongoing software development, but LetMC stress that any functionality developed would be shared across LetMC client customer based. Functionality can be found on www.LetMC.com under the ‘software’ section. To arrange a functionality demonstration in person or by live internet (Webex) please contact Jeremy.Lee@LetMC.com or call 0870 870 8282.

Software Development

LetMC is a subscription software service, and part of the subscriptions charge is to continue the development of the software. Our development schedule is client request led, but we do give priority to our outsource clients and our national estate agent client. Any future large branch networks (approx 100+) would become part of the client base who we would give priority to on software development. LetMC have an Escrow agreement in place with NCC Group. Details are available upon request.

Indicative Pricing

Our pricing is based on a one off setup fee per branch, and monthly subscription per branch for a set number of users. We can provide details on costings upon request.

Centralisation and Outsourcing Aspects

The other main objective of the software is the centralisation and automation of administration tasks, and its natural approach to multi branching serviced by a head office / central admin office. LetMC has developed the software in line with its outsourcing services which it provides to some clients including Legal and General Franchising Ltd . This experience and development can be utilised by corporate clients. An example overview of how the software integrates with large multi branch estate or letting agents can be found below. We recommend face to face discussions on the software’s structure and large multi branch agencies.

LetMC Multi Branch Overview

Training

The skills required to use the software are general web browsing skills, with a minimum two days training (letting negotiators require one day). Customisation functionality is open to the user with the control panel. Standard training comprises of two days classroom training via projector, student laptops and training manuals located at our training facilities. Day one focuses on office functions, marketing and property management (recommended for negotiators and property managers). Day two focuses on accounting (recommended for accounts controllers and managers). Future training is carried out over the phone and via live online training (webex) for upgrade features and reviews. LetMC provide training manuals (part 1 and part 2), crib sheets, software help and online help via the marketing site. All documentation is available for amendment to meet clients training processes and delivery of training methods. Link to download training manuals

Support

LetMC provide: • Unlimited phone support between 9:00am and 6:00pm Monday to Thursday, and 5:00pm on Friday. • Support team can log-in to the live application and carry out user activities to help correct complex problems. • Email and Skype ‘live chat’ support. • Outsourcing support includes reconciling clients accounts, and batch printing paperwork and letters to their clients. LetMC has achieved Investor in People (IIP) standard, winner of 2002 Investor of the Year, and achieved IIP Leadership and Management standard (2007).

Next Steps

Subject to a client’s procurement process, LetMC are able to accommodate the following steps. • Demonstration and presentation on software functionality, integration with website, centralisation and outsourcing features. • Discuss and consult the bringing together of the clients business processes, hierarchical company and branch structures, and LetMC software work flows. • Liaise with key departments, for example IT, accounts, lettings management, senior management, marketing, web developers, solicitors, HR and training, to answer specific questions in relation to the software. • Establish a pilot scheme across a number of branches located close together and with a head lettings office/ central administration department. • Consult on centralisation and outsourcing structures. • Establish and specify software development requirements above current levels of functionality within LetMC software for clients. Any further requirements or discussions please contact Glyn.Trott@LetMC.com. For further information please Download our Corporate Brief (pdf).

Information: Top 15 Estate Agents

Sqm Estate Agents Magazine published a ‘BIG LIST’ of the top 14 Estate Agents in the UK (Aug 2007), they are: 1. Countrywide with 1,200 branches including brands John D Wood, Bairstow Eves, Taylors, Gascoigne Pees, Slater Hogg and Beresford Adams. 2. Connells with 500 branches. 3. Your Move and Reeds Rains with 420 branches. 4. 5. Spicerhaart with 250 branches including brands Spicer McColl, Haart, Darlows and Felicity J Lord. 6. Arun Estate Agents with 123 branches. 7. Andrews and Partners with 79 branches. 8. Savills with 73 branches. 9. Hamptons International with 65 branches. 10. Kinleigh Folkard & Hayward with 67 branches. 11. The Chancellors Group of Estate Agents with 50 branches including brands Chancellors, Anscombe & Ringland and Russel Baldwin & Bright. 12. Bradleys Group with 44 branches. 13. Townends & Regents Estate Agents with 41 branches. 14. Knight Frank with 38 branches in the UK.

Information: Top Lettings Agents

LetMC have also compiled a ‘BIG LIST’ of the top Letting Agents and Lettings Franchise Networks in the UK (Dec 2007), based on information from their websites. They are: 1. Martin & Co with 153 branches. 2. Countrywide with 125 branches. 3. Belvoir with 80 branches. 4. Winkworths with 78 branches. 5. Castle Estates with 45 branches. 6. Leaders with 31 branches. 7. Jordans with 24 branches. 8. Foxtons with 20 branches. Note: If we need to add your organisation to the list, or update the information then please email Glyn.Trott@LetMC.com.