How To Store Safety Certificates or Licences

With PaTMa, managing all your documents becomes that much easier. With options to add safety certificates, manage property investments and tracking rents. This feature allows you to record the certificate's expiry date, length of validity and expenses associated at no extra cost.

However, before you get started on recording your certificate, make sure to have created a property to take advantage of this feature.

Getting Started

  • In the header, navigate to Manager.

You will be directed to a page listing your current properties.

Note: With the free version of PaTMa, you can only manage one property at a time. To add more than one property to your account. Upgrade to a Premium Account.

  • Click the Property Label you wish to create a certificate for.

A page displaying the property's information will be presented with details of relevant Expenses, Tenancies, a Finance Summary and Property Valuations.

  • On the property display page, click the navigation tab Certificates/Licenses and click Add Certificate/Licence.

You will be redirected to a page displaying a form that you will need to fill in with the safety certificate details.

Filling In The Form

Type

In this field, specify what the certification is for (i.e. Gas).

  • Click on the field to enable the dropdown menu and select the relevant Type.

Label

An optional label for the certificate, only enabled for specific Types.

Supplier

In this field, use the dropdown menu to select the supplier of the certificate.

Note: If this is the first time accounting for a safety certificate, you will have to fill in a popup form with the supplier's name and details. In this case:

  • Click Add.
  • Enter the supplier's Name, Phone, Email, Hours and Notes etc.
  • Click Add to save the supplier.

Valid From

By using the popup calendar, select the date the safety certificate became valid or was issued.

Valid For

Use the dropdown menu to enter how long the certificate will be valid. (i.e. 5 years).

Expires

By using the popup calendar, enter the expiry date of the certificate.

Expense

When the Expense of the certificate has already been created: - Select the Expense using the dropdown menu. However, this option is not compulsory when filling out the form for the first time.

Certificate

Here you can upload a scanned document file of the original certificate issued to you.

Replacing

If this is not the first time creating a safety certificate or licence then an earlier version of the same type of certificate can be chosen to be replaced.

Available to Tenants on the Tenant Portal

Select this option if the safety certificate or licence can be viewed by tenants on the Tenant Portal. For specific certificate Types this option will be auto selected and cannot be changed.

Send this Certificate to All Current Tenants

Select this option to send a copy of the Certificate document to each of the tenants.

Request Confirmation e-signature From Each Tenant

If available to your subscription, select this option to request electronic signing of the safety certificate from each tenant.

  • Once completed, click Save.

Note: To review the edits made, scroll to the bottom of the page, and all certificates will be displayed.

Now that you're done, it's time to make more Advanced Edits to your property.