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Personal Local Search Panel
Overview
Welcome to the HIP Manager personal search panel. This area is very much a work in progress but over time we will fill these pages with useful information on how the system works, inputting your councils and pricing, uploading your reports and generating your invoices.
If you are a provider of local personal authority searches then we would be happy to refer work to you for the provision of HIP compliant searches. Our panel enables you to individually enter the councils you service along with the corresponding fees for the obtaining search. We are a nationwide supplier of Home Information Packs and Energy Performance Certificates.
How do I enter my councils and prices?
How do we choose suppliers?
How do we instruct work?
Council Appointment Times
What should the searches include?
How should the searches be branded?
Should we include our insurance details on the search?
What format should the searches be provided in?
How do I upload the completed search?
When will we get paid?
How do we request payment?
Getting additional help
How do I enter my councils and prices?
When you register for a HIP Manager account you will be able to log into your control panel from the HIP Manager homepage. Once you are logged in then you will need to navigate to your personal search profile.
1. Click the link on the control panel entitled 'Personal Search Profile Manager'.
2. On the proceeding screen you will be able to enter a profile for a search agent. You can have different profiles for different offices or just simply one for all the areas you cover.
3. Click to add or view a personal search profile.
4. On the personal search profile detail screen you will see an option 'Modify Regions and Prices'. Click here to access your council manager.
5. From here you can input the fees for each council. You can set different fees for different councils and you can also distinguish which elements are vatable and non vatable in your fees.
6. All price changes will take instant effect.
How do we choose suppliers?
First of all we do not select companies simply by who is quoting the lowest fee. Although this is a factor we will also look to see which companies are providing the shortest lead times and delivering a professional service.
Even if you are not the most competitively priced supplier on the panel we still encourage you to input your councils and set the fees you feel comfortable with.
Our new customer ordering system actually allows the client to choose their search supplier based on the historical lead times and pricing we have identified with the various panel members. This means that clients can actively trade up and opt to use search providers who have a more favourable lead time for the given council, another reason why you don't necessarily have to be the cheapest supplier.
How do we instruct work?
We will normally send all the details for a job straight to your email. The email will show the full address, the controlling council, title plan image and job fee details.
For new members we are likely to call you when allocating work should you have any questions.
We strongly advise you to let us know if any of your contact details change so that all work is actioned as quickly as possible.
Council Appointment Times
We encourage all suppliers to disclose the appointment time for a search as soon as conveniently possible. This enables us to keep our clients informed on the expected delivery time.
What should the searches include?
Inline with the current HIP regulations all personal searches must include the full response to the CON29R and a search of the local land charges.
How should the searches be branded?
We request that all searches include your own company branding and there is no requirement for you to include any HIP Manager branding on the search.
What level of insurance do we require to provide HIP Manager with searches?
HIP Manager would request that all providers of personal search information are adequately insured inline with the requirements of the HIP regulations. All suppliers should preferably be search code compliant, such agents will normally be approved very quickly.
All suppliers of personal search data must have professional indemnity insurance in place to the prescribed minima of GBP 2,000,000.
Should we include our insurance details on the search?
Yes many conveyancers request this at some point in the transaction so we would require you to include a copy of your insurance documents with the search.
What format should the searches be provided in?
All searches must be supplied as one single PDF document. There are various programs available to convert into PDF from many other formats. We also have a free tool on our website to stitch together your documentation before it is uploaded.
How do I upload the completed search?
You can upload your completed search by logging into your control panel and following the procedure below:
1. Click the link on the control panel entitled 'Personal Search Profile Manager'.
2. Click to view the relevant personal search agent on the proceeding screen.
3. Click to view the job where you wish to upload the search. This will normally be in the 'Assigned' or 'Appointed' table however you can search for the property in the quick search box.
4. Once you have entered the job profile screen you will see an option to upload the report. You can browse for the PDF file here and upload the document.
5. When the document has successfully uploaded the job status will change to Completed and you will be able to draw down funds from this job.
Please note that all completed search documents must be provided as one single PDF. Please try to keep the size as small as possible to facilitate the upload speed.
When will we get paid?
HIP Manager undertake to ensure all suppliers on the personal search panel are paid weekly. You can request funds for any job that has been completed with the report successfully uploaded to the job detail screen.
How do we request payment?
Payment for completed work is made through our self-invoicing system. All payments are made via Bank Transfer on a weekly basis.
Please note you will not receive automatic payment when a job has been completed. You must raise an invoice from your control panel and a payment request will be queued on our system.
Raising an invoice is simple. All you need to do is log into your personal search profile and click the link to download unpaid funds. The invoice generator will consist of two boxes where the unpaid jobs will appear in the left hand box. You will need to drag the unpaid jobs into the right hand box and the system will calculate the total invoice based on the vatable and non vatable elements.
When you are ready to create the invoice simply click the 'Generate invoice' button and the system will produce a printable invoice that you can retain for your records. The invoices you create will be queued on our system for the next remittance date (Usually every Friday).
Getting additional help
For additional help with this service please
contact us
and we will be happy to assist.
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