A letting agency needs software that supports the way its staff actually manage homes. Choosing a platform from screenshots alone can leave important gaps undiscovered until the team starts using it. This evaluation guide was reviewed on 16 October 2026.
Test a complete working day
Prepare a demonstration brief with the tasks your agency performs regularly. Include a new enquiry, a maintenance request, an owner update and the handover of an unresolved issue between colleagues.
Ask a prospective supplier to show each task through to completion. Watch how information moves between screens and whether staff must enter the same details repeatedly. Record any steps that depend on another product or a manual workaround.
Use fictional data during the demonstration. Invite the colleagues who will use the system to try it themselves, rather than relying solely on an administrator's assessment.
Separate access and responsibility
An agency may need different views for staff, owners, contractors and residents. Ask the supplier to demonstrate those roles and show exactly what each can see or change.
The ICO's security guidance includes controlling access appropriately and restoring access to personal information after an incident. Ask how the service supports these needs, including account removal, recovery arrangements and the handling of sensitive documents.
Also decide who within the agency will administer the system. A feature is only useful if somebody owns the associated process, checks exceptions and keeps the setup current.
Plan a controlled changeover
List the records to be transferred and agree how success will be checked. Compare sample properties in the old and new systems, including contacts, outstanding tasks and document references. Avoid judging a migration only by the number of files imported.
Request a written explanation of subscription charges, implementation work, training and any separate integrations. Establish what assistance is available if the transfer exposes missing or inconsistent records.
Finally, test a usable export before committing the entire portfolio. Agree a changeover date, a fallback plan and a way for staff to report problems. Select the system that performs the required work reliably, with costs and responsibilities your agency understands.