HIPS Procedures for Estate Agents / Suppliers. Updated August 2008HIPSworld guide - Estate Agent /...
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Transcript of HIPS Procedures for Estate Agents / Suppliers. Updated August 2008HIPSworld guide - Estate Agent /...
HIPS Procedures for HIPS Procedures for Estate Agents / SuppliersEstate Agents / Suppliers
Updated August 2008 HIPSworld guide - Estate Agent / Supplier 2
ContentContent
1. Logging in to Our Home Information Pack website2. Ordering a new HIP3. Viewing the progress of a HIP4. Viewing a compiled HIP5. Emailing a compiled HIP to a customer or Solicitor6. Archived HIPS7. Ordering an EPC only8. Generating the EPC graph9. Email Notifications 10. Changing your password11. Summary of Reports
The following slides explain how to use the HIPSworld system from an Estate Agent / Supplier’s point of view.
It covers:
Updated August 2008 HIPSworld guide - Estate Agent / Supplier 3
How to log in How to log in
To access HIPSworld go to www.hipsworld.com
You will have been set up so that HIPSworld recognises your login
Enter your email address and password on the first screen:
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Ordering a New HIPOrdering a New HIP
Click on the Agent / Supplier menu and select New HIP
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HIP Details ScreenP Details Screen
Click Next to move the screen on
If relevant, select the branch instructing the HIP
Choose the HIP Type (most commonly standard)
Type in a reference for the HIP (normally the valuer’s initials) and choose the payment option.
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Entering a Property AddressEntering a Property Address
Enter the Postcode and House number for the property. Click Find
The address validation tool will return a complete result.
If not found, please type in the full address.
Click Next
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Entering a Property Address cont.Entering a Property Address cont.
If a HIP has been already been ordered for this property – the WARNING message below is seen.
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Entering Sellers DetailsEntering Sellers Details
Key in the sellers name, email and phone details. It is important that all vendor’s details are added.
Click Next
If the postal address is the same as the property being sold, click Same As Property to populate the fields. Otherwise type in the address.
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Entering Property DetailsEntering Property Details
Complete the Property Details screen with all available information.
Click Next
Enter here if your vendor requires a printed copy of the HIP
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Entering Supplier NotesEntering Supplier Notes
Supplier notes should be used to pass on any relevant information to the Pack Company when ordering a HIP.
Notes may include preferred dates and times for EPC inspection, the location of keys, title information, information on the seller if not the registered owner (e.g. if it is a probate case).
Click Next
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Confirmation of HIPConfirmation of HIP
Check the box to Agree Terms and check the box to start the HIP creation
You will need to check 3 boxes to confirm the order. Tick to confirm the Address.
Click Finish
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Order ConfirmationOrder Confirmation
To print out the details of the HIP that has been ordered select the toggle YES on the Confirmation Page, then click on Print HIP
The print out will show the following information
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Viewing the HIP ProgressViewing the HIP Progress
On the Agent Supplier menu select Transaction Processing.
The screen below shows all HIPs that are in progress.
You can search for a particularHIP using the Find filter box (see next slide for criteria)
Alternatively, the filters can be changed to narrow searches to HIPS with the same criteria. E.g. all HIPs instructed by a particular Supplier.
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Searching CriteriaSearching Criteria
The HIPSworld upgrade in August 2008 has some changes to the search criteria:
Searching is still possible on the HIP ID, postcode, part of the address or vendor’s surname (now with a minimum of 2
characters).
The big change is that if you are searching with part of the information, you need to follow the part search with an asterix *
For example vendor Smith type in Smi*
For a specific HIP search, type in hip before the hip id, e.g. hip 12345
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HIPSworld uses a traffic light system to identify the progress of the HIP at a glance.
Red Red Awaiting acknowledgementYellowYellow Acknowledged and processing (in progress)GreenGreen All component parts are complete
Viewing the HIP ProgressViewing the HIP Progress
To see what is happening with the HIP click View on the left hand side
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HIPS in Progress HIPS in Progress cont.cont.
By clicking view, you will see all available information for the HIP.
The page will default to the Included Documents tab, however there are 3 other relevant tabs which can be viewed.
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HIPs in progress HIPs in progress (Included Documents tab)(Included Documents tab)
This screen shows placeholders for the component parts (documents) that your Pack Company will need to include in the HIP.
The placeholders are red/pinkred/pink in colour and they change to white when a document has been uploaded into the placeholder.
When all placeholders are white (filled), HIPSworld recognises that the HIP is now complete and ready to put together (compile).
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Contacts & Property Contacts & Property tabtab
The Contacts and Property tab shows all relevant information on the vendor, the property and the three instructed component providers (EPC, Searches and Legal).
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Provider Notes Provider Notes tabtab
The Provider Notes Tab allows the supplying Estate Agent to see any progress notes that have been left by the Pack Company or Component Providers.
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Completed / Compiled HIPSCompleted / Compiled HIPS
Once the three components (EPC, Search and Legals) have been completed the HIP is ready to compile.
The shows Compiled HIPS. The traffic lights in the screen shot below are BLUE to signify that the HIP has been compiled.
To access the HIP, click view in the normal way
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Viewing the Compiled HIPViewing the Compiled HIPClick on the Compiled HIPS tab. You are now able to download the HIP from here in a Pdf format.
Your Pack Company will have enabled a Public Link. This is a URL link (a string of numbers and letters) which allows third parties to access the HIP via the web. If this link is not visible call your Pack Company.
Click on Email Link to place the URL into an email for sending. This link can also be copied into your sales memorandum for use by the lawyers.
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Printed CopiesPrinted Copies
Our Home Information Pack system links directly with Ravensworth Printers so if your client wishes to have a printed HIP this can be easily ordered.
We can either set you up so that you have a printed copy each time or on an individual basis.
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Archived HIPSArchived HIPS
You Pack Company has the ability to archive hips that have completedcompleted (all placeholders filled) or have been compiledcompiled.
These HIPS would no longer be found through the normal searches.
They can still be accessed by choosing HIP status Archived as shown above.
On an Archived HIP, the traffic lights are shown as grey grey
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Ordering an EPC onlyOrdering an EPC only
You may need to order an EPC for rental properties or for properties currently on the market (from October 2008, all properties that were initially marketed before the HIP deadline are required to have an EPC).
From the Agent / Supplier menu, select New Hip in the normal way and select Hip Type ‘EPC only’
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Ordering an EPC onlyOrdering an EPC onlyNotice the menu on the left hand side. Complete with details as normal.
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Ordering an EPC onlyOrdering an EPC only
Tick to Finish to confirm in the normal way
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Viewing the EPC onlyViewing the EPC only
This screen shows the EPC only status when the order has been submitted by the Pack Company to the EPC surveyor.
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The EPC placeholderThe EPC placeholder
Here is a view of the placeholder for the EPC
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EPC Only - completed matterEPC Only - completed matter
Here is the view of the EPC only completed matter
Note that completed EPC jobs are classified under Hip Compiled status
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EPC Graph GeneratorEPC Graph Generator
Right-click to copy the graph for pasting into an email, or for the Estate Agents to paste into their property particulars. The graph can be resized in the normal way.
Estate Agents are required to have the EPC graph on their property particulars. From the Home menu select Create EPC Graph
Enter the figures (taken from the EPC) into the boxes and click Generate to produce the graph.
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Email NotificationsEmail Notifications
Email Notifications can be set up to alert Estate Agents / Suppliers of the progress of the HIP. The Agent / Supplier can choose which notifications they receive, by updating the Notifications settings.
From the Agent / Supplier menu choose Notifications.
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Email Notifications Email Notifications cont.cont.
Check the box next to the email notifications you wish to receive and type in an email address. The Event Description explains what will trigger the notification to be sent.
Multiple email addresses can be entered. Please use a semi-colon (;) - but no space between addresses, e.g. [email protected];[email protected]
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Change your PasswordChange your Password
Click on Update to
confirm the changes
From the main toolbar menu, hover over your user name and select Change Password
Normally your user id will have been set as your email address. We would recommend that you change your own password for security reasons.
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HIPSworld ReportsHIPSworld Reports
Reports are available to Estate Agents to assist in managing their instructed HIPs.
From the Agent / Supplier menu choose Reports.
Select the required report and specify parameters. Click View Report.
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I.T. Set up I.T. Set up – Agent Supplier– Agent Supplier
HIPSworld is an internet website and as such it is important that you are configured correctly with Internet Explorer.
What to do is explained in the HIPS Download Documents, accessed from the home page in HIPSworld.
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Your Home Information Pack Company will be able to answer any further
questions you may have.
EndEnd
For technical queries, HIPSworld has a support help desk
email: [email protected]: 0844 44142922