Property Ownership & Property Owners
COHO has a ‘Property Ownership’ panel on every property and a ‘Property Owners’ panel on the main organisation page.
The purpose of this panel is to accurately record information regarding how the property is being owned or managed. By having these panels against each property, you can effectively manage a mixed portfolio on COHO.
If the property is being managed and is not owned by the organisation, you have the option to invite the owner to their owner portal. See also Owner Portal.
If you act as a Letting Agent, you are able to create settlement statements for the owner via the Finances panel in COHO and publish directly to their owner portal. See also Finances.
Property Ownership
Owned
Property is owned by this organisation.
An ‘owned’ property is owned by the organisation or the account on COHO. You can also add the owned property to a ‘New child company’, add Ownership Notes and add any Ownership Files. If you add a new child company onto the panel, you can recall the information for subsequent Property Ownership panels.
Financial Items:
If any changes are made to the property owner information, you may need to regenerate financial items if you're also using the Finances panel. See also Finances.
Managed
Property is managed by this organisation for a fee. By entering the information as a managed property, COHO will work out the management fees and automatically add them as a financial item on the Finances panel. See also Finances.
Agency Fee: This is the % fee you have agreed with the owner.
Is VAT included in the agency fee?:
Yes: VAT is included in the management fee.
No: COHO will add VAT when adding the management fee as a Financial item on the Finances panel. See also 15. Finances.
Not VAT Registered: Your organisation is not VAT registered.
When is the management fee charged?:
On rent paid: COHO will create the management fee item on the Finances panel when the rent is reconciled in COHO. See also When is the management fee earned?
On rent due: COHO will create the management fee item on the Finances panel when the rent is due.
When is the management fee earned?:
Rent payment date: The management fee is earned on the rent payment date. i.e., when the payment is reconciled in COHO.
Rent due date: The management fee is earned on the rent due date. i.e., when the payment is due in COHO.
You can then proceed with adding the information about the owner of the property. Once the information has been entered, it can be recalled for subsequent Property Ownership panels. You can also include any Owner Notes, Owner Files, Ownership Notes & Ownership Files.
Individual: Property is owned by a person.
Company: Property is owned by a company.
New child company:
It is important to note that information that is added to the Property Ownership panel is also used during the onboarding process when using the COHO mail merge tags. See also Tenancy Agreement Templates & Mail Merge.
How should settlements happen?: This is for managed properties only.
Settled Combined: When settlement statements are created in the Finances panel, they will show all properties the owner is assigned to.
Settle by property: When settlement statements are created in the Finances panel, settlements will be created property by property. See also Finances.
Send settlement PDF upon publishing: Here you have you a checkbox to indicate that any settlement statement will automatically be sent to the property owner via email as a PDF document once the settlement has been published. See also Finances.
Automatically share all maintenance issues with the owner?:
Yes: All maintenance issues that are logged by the tenant or by the manager will display on the owners portal.
No: No maintenance issues will be shared with the owner. As maintenance issues are logged, you have the option to share with the owner on an ad hoc basis. See also Maintenance and Owner Portal.
Financial Items:
If any changes are made to the property owner information, you may need to regenerate financial items if you're also using the Finances panel. For example, if the management fee has changed.
Master Lease (R2R)
The organisation pays rent to a property owner (also known as Rent to Rent).
Here you can state the amount of guaranteed rent that has been agreed with the property owner.
New child company:
You can then proceed with adding the information about the owner of the property. Once the information has been entered, it can be recalled for subsequent Property Ownership panels. You can also include any Owner Notes, Owner Files, Ownership Notes & Ownership Files.
Automatically share all maintenance issues with the owner?:
Yes: All maintenance issues that are logged by the tenant or by the manager will display on the owners portal.
No: No maintenance issues will be shared with the owner. As maintenance issues are logged, you have the option to share with the owner on an ad hoc basis. See also Maintenance and Owner Portal.
Financial Items:
If any changes are made to the property owner information, you may need to regenerate financial items if you're also using the Finances panel. See also Finances.
Property Owners
The Property Owners panel can be located on the main organisation page of your account. The Property Owners panel is designed so you have an overview of all owners that have been added onto all Property Ownership panels on each property.
Here you can click 'view' to view the basic information entered or 'Archive' to archive the information.
On expanding the panel by clicking 'View' next to a property owner, you'll see you can 'Edit' the details and 'Create a Conversation' if the property owner has been invited to their dashboard.
Owner Portal
Owners can be invited to their owner portal at the point of adding their information into the Property Ownership panel. You can skip this and invite them to their portal at a later date. Invite links can be found on the Property Ownership panel, the Property Owners panel and the ‘Other’ category on the Actions panel. See also Actions & Calendar.
Owner Conversations
Owners, once invited to their dashboard will have access to the message centre for any conversations between them as owners, and you as the manager of the property. They can access the message centre by clicking the conversation icon in the menu header. NB. Conversations CANNOT be started by the property owners. The conversations can only be started by yourself as the manager.
Quick Access:
Actions: Clicking ‘Actions’ will navigate the owner to the Actions panel on their dashboard.
Maintenance: Clicking 'Maintenance' will navigate the owner to the Maintenance panel on their dashboard.
Finances: Clicking 'Finances' will navigate the owner to the Finance panel on their dashboard.
Properties: The owner can click on the property to navigate down to property level.
Owner actions can be viewed here. Clicking any sub category will expand the panel.
Compliance Actions:
Further filtering options are available on the drop down menu. Owners are able to ‘dismiss’ actions once they have seen them or ‘view’ the action. When they click to ‘view’ this presents a pop out which allows them to ‘view’ or ‘download’ the document added.
Maintenance Actions:
If the owner has any maintenance issues shared with them, they will be able to view all details regarding the maintenance issue here.
Finance Actions:
If the owner has any settlement statements published to them, they will be able to view all settlements here.
Properties:
Here the property owner can click on any of the properties they own to take them through to property level.
Quick access buttons allow the owner to look at the compliance documents added to the property.
They can view the number of rooms, the tenants full names and their AST dates. NB. They cannot currently see any further information.
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