HIPS Procedures for
Estate Agents / Suppliers
Content
The following slides explain how to use the HIPSworld system
from an Estate Agent / Supplier’s point of view.
It covers:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Logging in to Our Home Information Pack website
Ordering a new HIP
Viewing the progress of a HIP
Viewing a compiled HIP
Emailing a compiled HIP to a customer or Solicitor
Archived HIPS
Ordering an EPC only
Generating the EPC graph
Email Notifications
Changing your password
Summary of Reports
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How to log in
To access HIPSworld go to www.hipsworld.com
You will have been set up so that HIPSworld recognises your login
Enter your email address and password on the first screen:
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Ordering a New HIP
Click on the Agent / Supplier menu and select New HIP
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HIP Details Screen
If relevant, select the branch instructing the HIP
Choose the HIP Type (most commonly standard)
Type in a reference for the HIP (normally the valuer’s initials) and
choose the payment option.
Click
Next to
move the
screen
on
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Entering a Property Address
Enter the Postcode and House number for the property. Click Find
The address validation tool will return a complete result.
If not found, please type in the full address.
Click Next
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Entering a Property Address cont.
If a HIP has been already been ordered for this property – the WARNING
message below is seen.
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Entering Sellers Details
Key in the sellers name, email and phone details. It is important that all
vendor’s details are added.
If the postal address
is the same as the
property being sold,
click Same As
Property to populate
the fields. Otherwise
type in the address.
Click Next
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Entering Property Details
Complete the Property Details screen with all available information.
Click Next
Enter here if your vendor requires a printed copy of the HIP
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Entering Supplier Notes
Supplier notes should be used to pass on any relevant information to the
Pack Company when ordering a HIP.
Notes may include preferred dates and times for EPC inspection, the
location of keys, title information, information on the seller if not the
registered owner (e.g. if it is a probate case).
Click Next
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Confirmation of HIP
You will need to check 3 boxes to confirm the order. Tick to
confirm the Address.
Check the box to
Agree Terms and
check the box to
start the HIP
creation
Click Finish
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Order Confirmation
The print out will show the
following information
To print out the details of the
HIP that has been ordered select
the toggle YES on the
Confirmation Page, then click on
Print HIP
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Viewing the HIP Progress
On the Agent Supplier menu select
Transaction Processing.
The screen below shows all HIPs that are in
progress.
You can search for a particular
HIP using the Find filter box
(see next slide for criteria)
Alternatively, the filters can be changed to narrow searches to HIPS
with the same criteria. E.g. all HIPs instructed by a particular Supplier.
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Searching Criteria
The HIPSworld upgrade in August 2008 has some changes to the
search criteria:

Searching is still possible on the HIP ID, postcode, part of the
address or vendor’s surname (now with a minimum of 2
characters).

The big change is that if you are searching with part of the
information, you need to follow the part search with an
asterix *

For example vendor Smith type in

For a specific HIP search, type in hip before the hip id,
e.g. hip 12345
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Smi*
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Viewing the HIP Progress
HIPSworld uses a traffic light system to identify the progress of the HIP
at a glance.
Red
Yellow
Green
Awaiting acknowledgement
Acknowledged and processing (in progress)
All component parts are complete
To see what
is
happening
with the HIP
click View
on the left
hand side
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HIPS in Progress cont.
By clicking view, you will see all available information for the HIP.
The page will default to the Included Documents tab, however there are 3
other relevant tabs which can be viewed.
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HIPs in progress (Included Documents tab)
This screen shows placeholders for the component parts (documents)
that your Pack Company will need to include in the HIP.
The placeholders are red/pink in colour and they change to white when
a document has been uploaded into the placeholder.
When all placeholders
are white (filled),
HIPSworld recognises
that the HIP is now
complete and ready to
put together (compile).
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Contacts & Property tab
The Contacts and
Property tab shows all
relevant information on
the vendor, the property
and the three instructed
component providers
(EPC, Searches and
Legal).
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Provider Notes tab
The Provider Notes Tab allows the supplying Estate Agent to see any
progress notes that have been left by the Pack Company or Component
Providers.
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Completed / Compiled HIPS
Once the three components (EPC, Search and Legals) have been completed
the HIP is ready to compile.
The shows Compiled HIPS. The traffic lights in the screen shot below are
BLUE to signify that the HIP has been compiled.
To access the HIP, click view in the normal way
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Viewing the Compiled HIP
Click on the Compiled HIPS tab. You are now able to download the HIP
from here in a Pdf format.
Your Pack Company will have enabled a Public Link. This is a URL link (a
string of numbers and letters) which allows third parties to access the
HIP via the web. If this link is not visible call your Pack Company.
Click on Email Link to place the URL into an email for sending. This link
can also be copied into your sales memorandum for use by the lawyers.
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Printed Copies
Our Home Information
Pack system links directly
with Ravensworth Printers
so if your client wishes to
have a printed HIP this can
be easily ordered.
We can either set you up
so that you have a printed
copy each time or on an
individual basis.
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Archived HIPS
You Pack Company has the ability to archive hips that have completed (all
placeholders filled) or have been compiled.
These HIPS would no longer be found through the normal searches.
They can still be accessed by choosing HIP status Archived as shown
above.
On an Archived HIP, the traffic lights are shown as grey
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Ordering an EPC only
You may need to order an EPC for rental properties or for properties
currently on the market (from October 2008, all properties that were
initially marketed before the HIP deadline are required to have an EPC).
From the Agent / Supplier menu, select New Hip in the normal way and
select Hip Type ‘EPC only’
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Ordering an EPC only
Notice the menu on the left hand side. Complete with details as normal.
1
2
3
4
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Ordering an EPC only
Tick to Finish to confirm in the normal way
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Viewing the EPC only
This screen shows the EPC only status when the order has been
submitted by the Pack Company to the EPC surveyor.
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The EPC placeholder
Here is a view of the placeholder for the EPC
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EPC Only - completed matter
Here is the view of the EPC only completed matter
Note that completed EPC jobs are classified under Hip Compiled status
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EPC Graph Generator
Estate Agents are required to have the EPC graph on their property
particulars. From the Home menu select Create EPC Graph
Enter the figures
(taken from the EPC)
into the boxes and
click Generate to
produce the graph.
Right-click to copy the graph for pasting into an email, or for the Estate
Agents to paste into their property particulars. The graph can be
resized in the normal way.
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Email Notifications
Email Notifications can be set up to alert Estate Agents / Suppliers of the
progress of the HIP. The Agent / Supplier can choose which notifications
they receive, by updating the Notifications settings.
From the Agent /
Supplier menu
choose
Notifications.
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Email Notifications cont.
Check the box next to the email notifications you wish to receive and
type in an email address. The Event Description explains what will
trigger the notification to be sent.
Multiple email addresses can be entered. Please use a semi-colon (;) - but
no space between addresses, e.g. [email protected];[email protected]
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Change your Password
Normally your user id will have been set as your email address. We
would recommend that you change your own password for security
reasons.
From the main toolbar menu, hover
over your user name and select
Change Password
Click on Update to
confirm the changes
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HIPSworld Reports
Reports are available to Estate Agents to assist in managing their
instructed HIPs.
From the Agent / Supplier
menu choose Reports.
Select the required report and specify
parameters. Click View Report.
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I.T. Set up – Agent Supplier
HIPSworld is an internet website and as such it is important that you are
configured correctly with Internet Explorer.
What to do is explained
in the HIPS Download
Documents, accessed
from the home page in
HIPSworld.
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End
Your Home Information Pack Company
will be able to answer any further
questions you may have.
For technical queries, HIPSworld has a support help desk
email: [email protected]
tel: 0844 44142922
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