Getting set up

See how to log in to the platform, take a tour of the account and how to renew your membership

Getting set up

In this chapter we will cover how to login to the Total Property platform, show you a tour of the account and how to upload your signature to your profile. Read through the step by step guide or watch the video tutorials below.

Tour of the account

Once you've logged in to the Total Property platform you'll see your dashboard.

Dashboard homepage

You will see the total deposits, protected amount lodged for resolution, total deposits in resolution management, total deposits in release, total amount in release and total amount in resolution management.

If you scroll down you'll be able to see recent activities such as deposit list.

Next to recent activities is resolution management, where you can see all of the release requests, any ongoing negotiations, resolutions, and any funds that have been released.

Properties tab

Here you can view all the properties on the account. To add a new property simply select the blue 'Add property' button at the top right.

Tenancies tab

This shows all the tenancies that are on the account. To bulk upload new tenancies, select 'Bulk upload' tab and click the blue 'Start new import' button. Skip ahead to learn more on how to bulk upload.

Top tip: You can also export this information by selecting the 'Export CSV' button at the top right

Under ‘Deposits’ tab, you can also see your basket. If you have multiple deposits to protect at one time, you can add them to the basket and just check out once.

Skip ahead for more detailed information on how to check out using your basket.

Unallocated funds are also in this section. This will be excess funds that you have paid us, over your required allocation payment or money that we were unable to allocate.

Business: Agency tab

In this section you can see and edit the company details such as the primary address, contact details, primary contact details, email preferences and the honesty questions.

Top tip: Upload your signature and company logo here to be automatically added to the prescribed information certificate for all new deposit protections created or if you generate a new version of the prescribed information

If you have multiple branches, you can view your other offices in the 'Offices' tab. You can also add more offices if needed by selecting the blue button.

Under the ‘Billing’ tab, you can add card and bank details.

Remember: These card details will be saved as default for every time you top up your allocation. Any resolved amount following resolution will be paid to the registered bank details

Deposits tab

This allows you to see all the deposits that are on the account.

Business: Staff

Select ‘Add staff member’ to add users to the account.

You can also create various different roles for the account and give different permissions to each staff member depending on their role.

Activity: Payment history

Here you can see all incoming and outgoing payments on the account relating to resolution.

Top tip: You can export this information into CSV to be able to view and filter on an Excel spreadsheet

Activity: Resolution panel

This section is for any outgoing resolutions. You will need to untick the preselected options in the ‘Stage’ column to view all resolution cases.

Activity

This shows you all general activities on the account, as well as the access log so you can see who has accessed the account and when.

Top tip: At the top of the page you're able to access your basket using the icon and view all notifications by selecting the bell icon

Top tip: You can give full permission by ticking the box next to 'all sections'

How to activate your account

1. Log in to your account, select ‘Memberships’ on the left hand side and click ‘Activate’ under Insured-backed

2. Now you can add the company details, including the company house number and correspondence address. You can search by your CHN

3. Read through the declaration and confirm you have read the Scheme Rules and Conditions of Resolution

4. Click ‘Save and activate’

5. To complete your insured-backed membership, you will need to purchase an allocation. This should be the number of tenancies you will need deposit protection for in the next year

6. Enter the amount of allocations you require in the payment panel with your payment details and click ‘Pay’

7. Your membership is now active

How to add a staff member

1. Select the ‘Staff’ tab on the left hand side of the dashboard

2. From the top tabs, select ‘Users’

3. Click ‘Add staff member’ button at the top right

4. Enter staff member details

5. Assign them to a role and particular office

How to upload my signature for pre-populated prescribed information

1. From your dashboard homepage select 'Business' on the left

2. Scroll down to the bottom to the signature section

3. Click on the pen icon next to signature, this will allow you to upload your signature

4. Select the camera icon and choose your signature from your files to upload to the platform

Top tip: You can move your signature to the left/right and zoom in to make sure it fits correctly

5. Click the blue ‘Upload’ button and insert the first and last name of the person's signature

6. Click the blue ‘Save’ button at the bottom

Remember: If you add your signature to the platform this will be automatically included for all new deposit protections created or if you generate a new version of the prescribed information

How to log out

1. From your dashboard homepage click on the arrow next to your name

2. At the bottom of the drop down click ‘Log out’

3. You have successfully logged out of the platform

How to create roles

1. Select the ‘Staff’ tab on the left hand side of the dashboard

2. From the top taps, click on ‘Roles’

3. Select the ‘Add role’ button

4. Add title of the role and a description (the description is optional)

5. Select what permissions this role will have. There are various options including access to company details, offices, staff, activities, properties, tenancies, deposits, billing details, unallocated funds, certificate, customisation, end of protection, payment history and membership

6. Click the 'Add role' button at the bottom

How to login

1. Please enter the relevant email address that's linked to the account

2. Select ‘Continue’

You'll have a choice of two ways to login to the account. Option one, receive a magic link by email, or option two, get a one time passcode sent to your phone

3. Once you have entered the passcode, then select ‘Login’

You will now be successfully logged in.

1. Next to your name in the top left corner, select the arrow, click 'My profile' and then select 'Contact details'

2. Your email address and mobile number will now be shown

3. Select the pen icon and you are able to edit your email address, once updated please click 'Send confirmation'

How to update your contact details

Please note: Once you have edited your email address, you will receive an email to confirm that you would like to use this on your account

4. Now this has been confirmed it will be updated on the system

5. To edit your mobile number, select the pen icon in the corner and add your new mobile number

6. A verification code will be sent to your phone, enter the code and click 'Verify'

7. Your contact details are now updated

Please note: Allocations can be increased throughout the year. However, once an allocation is purchased it cannot be refunded

Please note: If you are not registered with Companies House press 'my organisation is a charity, partnership , local authority or I am a sole trader'

How to renew your membership

Go to your account dashboard and click ‘Memberships’ → 'Insured‑backed' → ‘Renewal'
Begin the renewal process. You'll need to purchase an allocation that covers all of your active, protected tenancies to guarantee uninterrupted deposit protection
Choose your payment method: card or bank transfer
Until renewal is complete, you cannot protect new deposits via insured-backed scheme, but you can still end tenancies, agree deposit returns, and manage resolution cases

5. If you miss your renewal date, you have up to 30 days to complete the renewal. If you renew within this time, your insured-backed protections will continue

6. If you do not renew within the 30 days, your membership will be automatically suspended

Please note: You may increase your allocations at any time during your membership

Remember: Before renewing, check the number of currently active, registered tenancies with protected deposits. This number will determine your renewal cost

Top tip: You'll receive several email reminders ahead of your renewal date, prompting you to review the number of tenancies on your account and start the renewal process

How to view or change company details

1. Once logged into your portal, click on the 'Business' tab

2. All the company details will now be shown

3. Here, you can change the company house number, company name or trading name. You can also amend the address or add contact details

4. If you need to edit any other offices this can be done by selecting offices and amending this information

5. To edit the card details or bank details, click on ‘Billing’ and this will be available to view and amend

Remember: The card details will be automatically used when selecting pay with debit card

How to add a profile picture

1. Log in and select the arrow next to your name at the top left

2. Click on 'My profile'

3. Choose the pen icon underneath the about you section and then select the camera icon

4. Upload the photo you would like to use as your profile picture

5. Once you are happy with the picture in the icon, click ‘Save’

Your profile picture has now been successfully added.