Property portal pilot acceptance checklist

Process and records

• One repeatable handover and its endpoint are defined.
• Every state has an entry condition and next responsible person.
• Received, checked, approved and completed mean different things where needed.
• Current and superseded document versions are identifiable.
• A mistaken decision can be corrected with an appropriate history.

Access and files

• Each role can see only the relevant records and actions.
• Changing a record identifier does not expose another customer's information.
• Download and export permissions are tested separately from screen access.
• Revoked users lose access.
• Permitted file types and size limits are explained and enforced.
• Interrupted, duplicate and unsuitable uploads have clear handling.

Communication and operation

• Confirmation accurately describes what succeeded and what happens next.
• Notifications point to the correct current record without unnecessary detail.
• Failed notification delivery reaches a responsible staff member.
• Mobile upload, enlarged text and keyboard operation have been checked.
• Account recovery, support and outage procedures are rehearsed.
• Record retention, deletion and any professional requirements are assigned for review.
• The source of current status is clear during rollout.

Evaluation

• Compare like cases and state the observation period and sample size.
• Include training and checking effort, not just fewer contacts.
• Obtain publication authority before using client material in marketing.

This sheet is not a tenancy-law checklist, security certification or legal opinion.

Source article: https://angloascotgroup.com/journal/property-management-client-portal-document-handover-guide