Agency Manager Guide

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Agency managers use LPSR to oversee their agency's properties, tenants, scheduled visits, and report progress. LPSR is focused on property reports and inspections: check-ins, check-outs, routine inspections, EPCs, schedules of condition, and deposit dispute reports.

Use this guide when you need to:

Check what is booked across your agency.
Confirm tenant access for a visit.
Review report progress.
Update property, tenancy, or contact details.
Understand what to do when a visit needs changing.

Agency dashboard

Your dashboard is the fastest place to spot work needing attention. Look for:

Upcoming visits.
Tenant responses still pending.
Completed visits waiting for report follow-up.
Properties with missing contact or access information.
Notifications or messages that need manual follow-up.

Scheduled visits and reports

Review upcoming visits

Open Work Orders or your dashboard visit list.
Filter by date, property, work order type, or status.
Open the visit to review address, tenant, access notes, scheduled time, and assigned inspector.
Check the timeline if you need to understand what has already happened.

Common service types

Inspection / property review: a condition update during a tenancy.
Check-in: a move-in condition report.
Check-out: a move-out condition report.
Schedule of condition: a condition record for a specific instruction.
EPC: an Energy Performance Certificate visit.
Deposit dispute report: evidence and report work for a dispute.
Cleaning: occasional cleaning work where LPSR has arranged a supplier.

Respond to a visit request

Tenants may accept the proposed time, ask to reschedule, or provide access notes. If a tenant contacts your agency directly:

Open the relevant work order.
Check whether the response link has already been used.
Add any access instructions to the work order or property notes.
If a new date is required, reschedule from the work order rather than creating a duplicate.
Resend the latest tenant notification if the tenant needs a fresh link.

Properties and tenancies

Keep property data useful

Review these fields before a visit is booked:

Address and postcode.
Property type and room details.
Parking, keys, alarms, pets, and access restrictions.
Report-specific notes from the agency or landlord.

Keep tenancy data current

Tenant notifications rely on active tenancy records. Check names, email addresses, mobile numbers, tenancy dates, and move-in/move-out context before sending or resending access requests.

Report progress

Use the work order timeline to see:

When the visit was created.
When tenant messages were sent.
Tenant acceptance or reschedule responses.
Inspector assignment and visit updates.
Completion notes and report status.

If a client asks for an update, start with the timeline and then contact LPSR support if the latest status is unclear.

Quick troubleshooting

Tenant says they did not receive the email: check the email address, then ask an admin to resend the current notification.
Tenant needs another time: update the existing work order; do not create a new one.
Wrong tenant is linked: update the active tenancy before resending messages.
A property is missing from your view: check agency/property assignment with an administrator.
A report appears late: open the timeline and check completion status before chasing the inspector.

Find the next step for your property report workflow