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.

Deposits tab

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

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.

Landlords tab

View all the landlords on your account, which include the total number of properties they have, how many are occupied, how many are protected and the total amount of deposits each landlord has.

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

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 ongoing 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.

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.

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'

Please note: This is where you can enter any discount codes that may apply

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. Read through the details and information, scroll down to membership application - you will be asked if your organisation has a company registration number (CHN). You can search by CHN or name

3. Select the appropriate response depending if your company is transferring from another scheme. If yes, select which scheme and attach your data package

4. When using mydeposits, select if you also use another deposit protection scheme - if yes, please select which scheme provide a screenshot of your dashboard

5. Attach your client money protection scheme membership certificate - if you have no client money protection, select ‘No’ and provide your reasons

6. Add a bank letter confirming your account is for client money and is a designated client money account. There is an example document for reference

7. Attach relevant bank statements for each account where your company is currently holding deposits - it must be an official bank statement

8. There is an option to attach any additional supporting documentation you think is relevant to your application

9. Read the declaration and click ‘I declare’ - then click ‘Save and apply’

How to purchase allocations

1. Once your insured-backed membership has been approved, you will need to login to your online account and select ‘Memberships’ from the left hand menu

2. You will see the insured-backed membership appears with a label saying ‘Waiting for payment’ - select this button

3. 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

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

4. Enter the amount of allocations you require in the payment panel with your payment details

5. Under the membership details , you can see your total deposit protection allocation number

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

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

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

The application has been submitted and is now under review with the team who will be in touch shortly

How to invite 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 create roles

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

2. From the top tabs, 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

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

How to upload my signature for pre-populated prescribed information

1. From your dashboard homepage select 'Agency' 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