# Check-in and check-out report software

> Create tenancy reports, collect tenant feedback and signatures, and compare check-out findings with an earlier inventory using HelloReport.

Web version: https://helloreport.co.uk/check-in-check-out-software

Keep a clear record of the property's condition, give tenants a way to review it, and prepare a comparison when the tenancy ends.

## Establish the starting record

Create an Inventory / Schedule of Condition on your own template, then walk the property with the app: every area and item gets a condition and cleanliness rating, a description, and up to 40 dated photographs. Meters, keys and detectors have their own sections.

Add the tenants when you create the report. When you sign it off, it goes to them to review, and the tenancy's record starts from a document both sides have seen.

## Collect the tenant's review and signature

Each tenant gets an email with a link and an access code. The report opens in a web browser, with nothing to install. They work through it item by item: agree, or disagree with a comment and up to five photographs of their own. Progress is saved, so they can come back to it.

They have seven days from the email. You can see when the email was delivered and opened, when the report was accessed and signed, and you can extend the deadline or send a reminder. A warning goes to them automatically in the last 24 hours, and the report locks when time is up.

## Create the check-out comparison

Start a Check Out and choose the completed Inventory / Schedule of Condition for the property. Its areas, items, descriptions and ratings come across as the "previous" side; you record what you find now as the "current" side.

The two sit together for every item: condition, cleanliness, description and photographs from each visit. The judgement stays with your clerk. HelloReport puts the evidence side by side rather than deciding what changed, and marks a defect as new when the inventory's defects were carried over and this one was not among them.

## Questions about the tenancy workflow

### Which previous report can I use for a comparison check-out?

A completed Inventory / Schedule of Condition for the same property. A Check Out is always compared with the inventory; an inspection can be copied from, but it is not used for a comparison.

### Can tenants review the report without installing an app?

Yes. Each tenant gets an email with a link and an access code, and the report opens in a web browser. It works on a phone, though we suggest a computer for a long report. Their progress is saved, so they can stop and come back.

### Can tenants add comments and photographs?

Yes. For each item they either agree or disagree. Disagreeing asks for a comment of up to 500 characters and between one and five photographs, which then appear with that item in the report and on the later check-out.

### Can I track whether tenants have viewed or signed?

Yes. For each tenant you can see whether the email was delivered and opened, whether the report has been accessed, and whether it has been signed, with the deadline alongside. The report list shows how many signatures are still awaited.

### What happens if the tenant needs more time?

Tenants have seven days from the email. An owner, manager or the report's assessor can extend that by one, three or seven days at a time, up to 30 days ahead, and the tenant is emailed about the extension. A warning goes to them automatically in the last 24 hours, you can send a reminder yourself, and when the deadline passes the report locks and both sides are notified.

### Can HelloReport prevent deposit disputes?

No software can promise that. What HelloReport gives you is a dated, signed record of the property's condition that the tenant has reviewed, and a check-out that sets the end of the tenancy against it item by item. If a disagreement does arise, everyone is looking at the same evidence.
\nBook a demo: https://helloreport.co.uk/book-a-demo