Students are another type of customer as well as Majors, Indies and Corporate accounts we process in the Contracts team.


TABLE OF CONTENTS


What does a student form look like?

This is what a student form looks like in STP. Once you have opened the form, you will download a PDF. 



Examples of the styles of student forms we can receive 

Private student halls form 

Normal Student Form 

Normal Student Forms

How do I process a normal Student form?

  1. Check if the agent is a re-joiner or new joiner. 
  2. Create a ticket in Freshdesk like you do with all contracts, attach the contract to the ticket.
  3. Set up like a normal New Joiner contract, just do it manually. 
  4. Set up Payer, Company, Brand, Branch, Add Users, Add Sale 
  5. If it is a rejoiner, check that all of the details on the Branch are as per the contract, amend any that are different
  6. You need to then set up a Exchequer ref for the branch in P&R
  7. You will need to check if it is set up via DD or BACS. This will be shown on the form under the billing details.
  8. When setting up the Exchequer Ref in P&R you will also need to select the Business type as Student Lettings.
  9. When setting up the Exchequer Ref in P&R you will get the choice to either set up a DD or a BACS (By Return) payment.
  10. If you select By Return, you will not need to add any other details as the billing will be picked up from the billing spreadsheet. 




Setting up a Normal Student New Joiner


You then need to set up the Company, Brand and Branch in Site Admin, do this as you would for a regular New Joiner, but beware of the below:


When setting up the branch, DO NOT tick this button. This will cause issues with billing.


You will then need to Add the users and Payer ref to the account


You need to remember to add the T/AM to the network on Atlas




  1. If the agent is paying via BACS (By Return) you will need to change this to “FREE” as they will be billed from the billing spreadsheet. Add information to the billing spreadsheet.
  2. Spreadsheet can be found here: R:\Billing
  3. If you do not have access, contact Nicola or Josie. 
  4. Create a ticket to accounts to let the team know that you have updated the spreadsheet. Attached the spreadsheet to the ticket.


Billing Spreadsheet


•This is the correct spreadsheet. 

•Fill in all the information that you have. 

  1. Be sure to check if the Additional Products are due to be free or chargeable. This will be shown on the 2nd page of the contract usually
  2. Brand Plus will show as free but this needs to be chargeable in Novus. Select ‘1-15 props’ option. 
  3. For students, we charge the rate after discount for products. You will manually need to add these rates in Novus. 



Product Example


  1. Be sure to check the number of product units on the contract.
  2. In this case, we have 2 units.
  3. Divide the rate charged (after discount) by the number of units.
  4. £190/2 = £95
  5. £95 is the unit price you will input on Novus.

  1. With FA/LHP/MHP/LVA, remember that the rate on Atlas will always pull through as the full price. The account will always be discounted as long as the agent is on an Essential/Enhanced/Opti/Opti 2020 core. 
  2. If Atlas says the full price for an FA is £400, the agent will be billed £200.
  3. If the before discount rate matches what you see on Atlas, this is correct. This is only for FA/LHP/MHP/LVA.
  4. With Premium Listing/Featured Property, triple check the rate.
  5. If the rate comes through for a Premium Listing as either £21.50 / £31.25, email accounts to amend the rate. 
  6. If the rate for Featured Property comes through as £95/£125, email accounts to amend the rate.
  7. The rates for these products have changed in the system, so the rate might not pull through correctly.
  8. Safe bet – for every contract with a PL/FP, message accounts.


Email accounts

Email accounts that the rates are £95 per a unit.


Offers


  1. Always check if there is an offer on the account. 
  2. In this example, we would charge £267.50 for the core. This is because there is a 12 month offer on the contract.
  3. There is no box on Novus that you can tick and apply an offer.
  4. Rev Ops need to manually apply this offer.
  5. Once you have completed the form, create a ticket for Rev Ops.
  6. No ticket = no offer = no discount = credit city.


Email Rev Ops


  • Complete usual Go Live process with the agent.
  • If there is a leaver date on the contract, ensure you process this.
  • If you need to add this to the billing spreadsheet, make sure you do this!
  • Double check that you have created the ticket to Rev Ops if there is an offer involved.
  • Changing a residential account to a student account Check that you have the Logo, Descriptions and Users set up correctly. Set the patch on Rightmove as usual.
  • You would follow the same procedure as if you were doing a re-joiner ie: amending payer ref, logo, description, users etc.
  • If the existing resi account has products that are not listed to cancel you will need to get an email from Dawn confirming that these can be cancelled. A contract is not needed for this and a full months calendar notice is not required.



Portfolio (Private Halls) Contract




  1. Products are charged at the rate after discount.
  2. Core is charged at rate after discount.
  3. Brand Plus is chargeable. 
  4. Message Rev Ops if there is an offer on the contract to apply the offer. 
  5. If the payment method is BACS (by return), charge products as FREE and complete the billing spreadsheet.
  6. Message accounts to let the team know you have updated the spreadsheet. 
  7. Pay careful attention to product units.
  8. If you have a Private Halls form, re-visit slide 21-23. 


Standard STP

  1. If Dawn is adding a new product to a branch for the very first time, she will submit the form via sales centre.
  2. This will come through like a standard form.
  3. This can be processed like a normal form. 
  4. You will not need to go back and edit the rate.
  5. The rate is correct in sales centre and the agent will be billed correctly




Processing from PDF

  1. If Dawn is adding a product that already exists on a branch, she will submit the order manually and in the form of a PDF.
  2. This is because sales centre has the new rate for the product and not the old rate.
  3. You will then process the form manually and follow slide 17-18. 
  4. Remember to use the rate after discount and to message accounts if applicable.