3.2.3 Deactivate a Block

Accessed via the menu option: Block Management –> Deactivate Block

All new blocks will be given a status of Active when they are first registered.

If you no longer manage a block then you can ‘Deactivate’ the block. When this is performed the block is no longer accessible by members of staff and will no longer appear on any of the reports or screens. However, you can, at a later date, make the block ‘Active’ again.

You can re-activate a block by using the same screen and choosing a block which has been De-activated. Instead of an option called Deactivated, you will get the Active option:

You will still be charged for all units that are stored in the system, regardless of whether the block is 'Active' or 'Inactive'. Only when Blocks are set to a 'Deleted' status is when the units are not taken into the billing.

When setting the status back to 'Active' for a 'Deactivated' block, do remember to clear the  Block Service End Date field. If you don't, then the system will keep that block as active up to and including the date set in that field. 

If you wish, you may also ‘Delete’ a block. When this is performed all information relating to the block is deleted. You will then no longer be charged for the block but will also not be able to get the block back.

You can see a list of all Deactivated blocks on the Home screen if you click on the 'Include Inactive Blocks' checklist:

You will be able to download all the key data and documents relating the Block from the relevant Block Area in the following two menus:

1. The block > block reports
   
2. The block > document management
   

We are able to run system processes to extract the following data/documents for a small fee, but you will be able to do this yourself if you wish by going to the above menus (manual download):

1.       Block and Units

1. Unit Details and People Involved – Unit name and address, owner details, correspondence address, people involved details (name, telephone, email), directors and management team (You can also download block by block unit and people involved details under Agent Management ->Bulk Upload)
   

2.       Leaseholder

1. Leaseholder Statement – Details of all demands issued and all receipts received per unit
   
2. Service Charge debtors balance – A list of balances by unit
   

3.       Expenditure

1. Service Charge Expenditure – All supplier invoice expenditure for all blocks 
   
2. Service Charge Expenditure by Schedule – All supplier invoice expenditure for all blocks by schedule
   

4.       Bank

1. Bank Statement – Bank Statement with supplier invoices
   

5.       Miscellaneous

1. Block Asset Details  
   
2. Block Lease Details
   
3. Documents / Pdfs – A list of all pdf documents in the system AND then a ZIP file of all those pdf documents 
   

We charge an administration fee of £100 +vat to get the above extracts for you and then they will then be made available for you to download via a secure Dropbox link.

Let us know if you want us to do this by email and we can schedule this to be done, normally allow 1 working days’ notice.

You can also toggle on the Data Extract Service (Which comes at a cost: 3.5.10 Data Extract Service ) if you wish for the data to be downloaded periodically.

This can be accessed via the Settings cog (top right hand side of the Workbench menu) and then the Data Extract tab:

The other point to remember is you need your client (the Block Management Company) to give written permission to release that data to another Agent so you don’t fall foul of any GDPR issues. An email from a Director of the Block Management Company should suffice.

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