TABLE OF CONTENTS


How to prep for a split


There are two reasons a customer can split their account from a dual account to a split out paired branch. 

  1. They will be uploading properties through two different software providers from sales to lettings 
  2. The business uses different branding on the sales side of the business to the lettings side. 

Once you have received confirmation from ADF or the agent as to the reason and details of the split, you will need to prepare a word document to store all the information you will need or add a note in Freshdesk to the ADF ticket.



 If you are Splitting for reason of different branding


  1. Make a note of the service you will be splitting out (LETTINGS ONLY).
  2.  Make a note of how many properties you will be moving and check to see how many of them have a premium listing credit applied; make a note of this number also.
  3. If the split is for different branding, make sure you have received the correct logos and description from the agent.
  4.  Make a note of the upload methods of both service so you have this to refer to during the process.
  5.  Make a note of the products the agent has (FA’s, LHP’s/MHP’s, RAM/LAM) when you call the agent to make sure you have the correct logo’s ask if the artwork needs to be updated to reflect the services new branding.
  6. Because we are splitting the letting service only, please save all LAM information in a word document and images and banners in the design folder for reference.
  7. Please ensure you make a note of the search term, booking reference and the amount being charged as this information is needed when we raise a ticket to accounts after completing the split.
  8. Copy the profile information, address, lead details, phone number.
  9. If the agent has a microsite please make sure you have copied all information from each tab the agent has filled out, including any extra images.
  10. Copy the payer ref from account management in site admin



If you are Splitting for reasons of different upload method

  1.  Make a note of the service you will be splitting out (LETTINGS ONLY).
  2.  Make a note of how many properties you will be moving and check to see how many of them have a premium listing credit applied; make a note of this number also.
  3. Make a note of the upload methods of both service so you have this to refer to during the process.
  4. Make a note of the products the agent has (FA’s, LHP’s/MHP’s, RAM/LAM) and make sure you have saved copies of the artwork currently uploaded to these products.
  5. Because we are splitting the letting service only, please save all LAM information in a word document and images and banners inc the design folder for reference.
  6. Please ensure you make a note of the search term, booking reference and the amount being charged as this information is needed when we raise a ticket to accounts after completing the split.
  7.  Copy the profile information, address, lead details, phone number.
  8. If the agent has a Microsite please make sure you have copied all information from each tab the agent has filled out, including any extra images.
  9. Copy the payer ref from account management in site admin.

 


How to process a Split 

  1. Go to the Siteadmin page for the company where you able to view the branch.
  2. Add a new branch to the company, make sure the branch name is the same as the current live branch but include ‘-lettings’ after this.
  3. Fill in all branch details and make sure upload method is set to Rightmove plus.
  4. Copy the payer ref into where it says account management and assign to the branch.
  5. Copy the new branch ID.
  6.  Go into the existing profiles Novus, click ‘actions’ on the core line and select ‘split’
  7. Novus will then ask you to select the service you are moving out and enter the new branch ID.
  8.  It will then ask you to confirm this is what you will be doing, click confirm.
  9. Return to your site admin view and make the new branch visible, by selecting the tick box and clicking ‘make branch visible.’
  10. Enter the current branch and change the upload method to Rightmove plus (this is to prevent properties reloading whilst we are moving them)
  11.  Next open the property transfer report on atlas, enter the new branch ID the properties will be moving to and then the current branch ID where they are sat.
  12. This will send a report of all properties on the current branch to your outlook in an excel spreadsheet.
  13.  Open the spreadsheet and filter the service type column to include only the properties for the service you are moving out.
  14. Go back to atlas and open the Branch transfer tool, enter the branch ID the properties are currently on and then the new branch ID the properties will be moving to.
  15. These will be separated by a comma make sure you remove the LAST COMMA ONLY otherwise the tool will not work Click transfer, confirm amount and wait until page stops spinning, repeat until all properties have been transferred.
  16. Once this has been done, go to Freshdesk ticket and notify ADF the transfer is complete and include both branch ID’s and their respective upload methods.
  17. Now transfer over any products they had, uploaded artwork and set live and free from today, chargeable for the 1st of the next month billing runs. – This will be majority of the time FA and LAM.
  18.  Once data has loaded ADF will come back to you and confirm the split needs to be completed to finish this you will need to go into the original branch’s Novus and click ‘actions’ ‘complete split’ on the core line.Before completing 
  19. , cancel LAM as of today, then complete the split and remove cancelled line.
  20. Then referring to your prep allocate any PL’s as one off Premium listing credits set live and free from today.
  21. Raise a ticket to accounts including both branch ID’s and the payer ref so they can make sure billing is correct going forwards, as well as all other product information needed.
  22. Lastly if the branch has a Microsite, enter the information and publish all the relevant tabs.
  23. Once you have done this, call the agent to let them know this change has been completed.