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Sending the Renters' Rights Act Information Sheet in agentOS

 

What this feature does

agentOS allows users to send the Renters' Rights Act (RRA) Information Sheet to tenants directly from a tenancy record. The sheet can be delivered by email, posted as a letter, or both. Every delivery is tracked per recipient. A dedicated report shows distribution status across all tenancies in a branch.

Who manages the document

The RRA Information Sheet PDF is centrally managed by agentOS. Users cannot add or remove standard documents. To preview the document, open the Standard Documents list within a branch and select Download Document.

How to set up the email template

Each branch has a default email template called "RRA Information Sheet" created automatically. The template type is Document Distribution.

To review or edit the template:

  1. Open the branch's Email Templates
  2. Find the template with type Document Distribution
  3. Edit the subject line and body as needed

Supported merge fields are [Staff.FullName] and [Staff.JobTitle]. When an email is sent, these fields are automatically replaced with the name and job title of the staff member who initiated the distribution. Any changes to the template apply to all future sends from that branch.

How to send by email from a single tenancy

  1. Open the tenancy record
  2. Select Send Information Sheet from the Office actions
  3. The document, email subject, and body pre-fill from the template — edit if needed
  4. Tick Include Guarantors to copy in any guarantors linked to the tenancy
  5. Confirm the action — a distribution record is created with a status of Queued
  6. Open the Information Sheet section on the tenancy to view the distribution
  7. Select Approve Distribution (or bulk-select and choose Approve Selected) to begin sending
  8. The system processes up to 100 emails every few minutes during business hours
  9. Each item progresses: Queued → Sending → Sent (or Failed)
  10. A note is added to the recipient's record once the email is sent

How to send by email from multiple tenancies

  1. On the tenancy grid, select up to 15 tenancies
  2. Choose Send Information Sheet from the grid actions
  3. The same document and email fields appear — confirm to create one distribution per tenancy
  4. Approve and track each distribution as above

How to send by post

  1. Open the tenancy record
  2. Select Post Information Sheet from the Office actions
  3. Select the document — a message confirms how many letters will be created
  4. Confirm — the system generates a personalised cover letter with the PDF attached for each active tenant and places it in the Post Bag
  5. Authorise and dispatch the letters through the standard Post Bag workflow

How to track all sends

Navigate to All Information Sheets under the Office section. The grid displays every recipient across all distributions. Available columns: Recipient Name, Email, Type, Distribution Description, Status, Error Message, and Sent Date. Filter by date range (defaults to the last 7 days) and status.

How to cancel a distribution

Open the distribution record and select Cancel Distribution. This stops any items that have not yet been sent. Items already sent are not affected.

How to run the Information Sheet Distribution report

No setup is required. The report is available automatically.

To open it, go to Reports → Tenancy Reports → Information Sheet Distribution.

On the filter screen, select:

  • Branch — the branch to report on (defaults to your default branch)
  • Service Type — leave blank for all lettings service types, or select one to narrow results
  • Include Archived — tick to include archived tenancies

What the report shows

The report lists every signed, non-ended tenancy on an English service type for the chosen branch. Each row represents one recipient on a distributed Information Sheet and shows: property, tenants, service type, start and end dates, tenancy stage, managed-by staff, document name, recipient name and email, recipient type, sent date, and distribution status.

Tenancies with no Information Sheet distributed still appear in the report, with the distribution columns left blank. This allows users to identify outstanding tenancies at a glance.

Release history

16 April 2026 — Release #172

  • Added the Information Sheet Distribution report under Tenancy Reports
  • Fixed: [Staff.FullName] and [Staff.JobTitle] merge fields in distribution emails now populate with the details of the staff member who initiated the send (previously these tags were passed through as plain text)
  • Fixed: the All Information Sheets grid now loads correctly across all builds