HIPS Procedures for Estate Agents / Suppliers

1. HIPS Procedures for Estate Agents / Suppliers

2. Content The following slides explain how to use the HIPSworld system from an Estate Agent / Supplier’s point of view. It covers: • Logging in to Our Home Information Pack website • Ordering a new HIP • Viewing the progress of a HIP • Viewing a compiled HIP • Emailing a compiled HIP to a customer or Solicitor • Archived HIPS • Ordering an EPC only • Generating the EPC graph • Email Notifications • Changing your password • Summary of Reports HIPSworld guide - Estate Agent / Supplier

3. 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: HIPSworld guide - Estate Agent / Supplier

4. Ordering a New HIP Click on the Agent / Supplier menu and select New HIP HIPSworld guide - Estate Agent / Supplier

5. HIP Details Screen 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. Click Next to move the screen on HIPSworld guide - Estate Agent / Supplier

6. Entering 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 HIPSworld guide - Estate Agent / Supplier

7. Entering a Property Address cont. If a HIP has been already been ordered for this property – the WARNING message below is seen. HIPSworld guide - Estate Agent / Supplier

8. Entering Sellers Details Key in the sellers name, email and phone details. It is important that all vendor’s details are added. 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. Click Next HIPSworld guide - Estate Agent / Supplier

9. Entering 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 HIPSworld guide - Estate Agent / Supplier

10. Entering 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 HIPSworld guide - Estate Agent / Supplier

11. Confirmation of HIP You will need to check 3 boxes to confirm the order. Tick to confirm the Address. Check the box to Agree Terms and check the box to start the HIP creation Click Finish HIPSworld guide - Estate Agent / Supplier

12. Order Confirmation The print out will show the following information 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 HIPSworld guide - Estate Agent / Supplier

13. Viewing 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 particular HIP using the Findfilter 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. HIPSworld guide - Estate Agent / Supplier

14. Searching 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 guide - Estate Agent / Supplier

15. Viewing the HIP Progress HIPSworld uses a traffic light system to identify the progress of the HIP at a glance. Red Awaiting acknowledgement Yellow Acknowledged and processing (in progress) Green All component parts are complete To see what is happening with the HIP click Viewon the left hand side HIPSworld guide - Estate Agent / Supplier

16. HIPS in Progress 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. HIPSworld guide - Estate Agent / Supplier

17. HIPs in progress (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/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). HIPSworld guide - Estate Agent / Supplier

18. Contacts & Property tab The Contacts and Property tab shows all relevant information on the vendor, the property and the three instructed component providers (EPC, Searches and Legal). HIPSworld guide - Estate Agent / Supplier

19. Provider Notes tab 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. HIPSworld guide - Estate Agent / Supplier

20. Completed / 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 HIPSworld guide - Estate Agent / Supplier

21. Viewing the Compiled HIP Click 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. HIPSworld guide - Estate Agent / Supplier

22. Printed 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. HIPSworld guide - Estate Agent / Supplier

23. Archived HIPS You Pack Company has the ability to archive hips that have completed (all placeholders filled) or have been compiled. 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 HIPSworld guide - Estate Agent / Supplier

24. Ordering 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’ HIPSworld guide - Estate Agent / Supplier

25. Ordering an EPC only Notice the menu on the left hand side. Complete with details as normal. 1 2 3 4 HIPSworld guide - Estate Agent / Supplier

26. Ordering an EPC only Tick to Finish to confirm in the normal way HIPSworld guide - Estate Agent / Supplier

27. Viewing the EPC only This screen shows the EPC only status when the order has been submitted by the Pack Company to the EPC surveyor. HIPSworld guide - Estate Agent / Supplier

28. The EPC placeholder Here is a view of the placeholder for the EPC HIPSworld guide - Estate Agent / Supplier

29. EPC Only - completed matter Here is the view of the EPC only completed matter Note that completed EPC jobs are classified under Hip Compiled status HIPSworld guide - Estate Agent / Supplier

30. EPC Graph Generator 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. 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. HIPSworld guide - Estate Agent / Supplier

31. Email 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. HIPSworld guide - Estate Agent / Supplier

32. Email Notifications 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. james.b@tms.co.uk;ann.s@tms.co.uk HIPSworld guide - Estate Agent / Supplier

33. Change your 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. From the main toolbar menu, hover over your user name and select Change Password Click on Updateto confirm the changes HIPSworld guide - Estate Agent / Supplier

34. HIPSworld 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. HIPSworld guide - Estate Agent / Supplier

35. I.T. Set up – 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. HIPSworld guide - Estate Agent / Supplier

36. End Your Home Information Pack Company will be able to answer any further questions you may have. • For technical queries, HIPSworld has a support help desk • email: support@lawfirmservices.co.uk • tel: 0844 44142922 HIPSworld guide - Estate Agent / Supplier