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:


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:

http://www.hipsworld.com/


Ordering a New HIPOrdering a New HIP

Click on the Agent / Supplier menu and select New HIP


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.


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


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.


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.


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


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


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


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


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.


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


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


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.


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).


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).


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.


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


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.


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.


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


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’


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


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.


The EPC placeholderThe EPC placeholder

Here is a view of the placeholder for the EPC


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


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.


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.


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]


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.


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.


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.


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

mailto:[email protected]