To generate a match list for a resource

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A match list is the method by which an available resource - an organisation asset, a non-organisation asset or service - is paired with an application, based on corresponding resource attributes and applicant needs. Apart from the navigational path, the process by which match lists are generated and managed is identical across all three resource types. A match is identified in the instance where all needs recorded against the application correspond to the values linked to the resource. However, when the Match List function is applied to a resource, the system preference Exclude Offer Applicant from Match List can be employed to automatically filter out from the results set those applicants identified as a potential match but with an outstanding offer already in place. This setting operates in conjunction with the attribute Include Applications Under Offer On Match List - ascribed separately to each individual allocations list - allowing end users to dictate how existing 'full' offers (at a status of either 'accepted' or 'under offer') are managed from one list type to another. As each application is progressed, the action status will be updated accordingly; for tracking purposes, the application will be retained on the match list, irrespective of its final outcome.


The procedure to generate a match list for a resource (asset void episode) is as follows:

  1. Using the global search facility, type in the first few characters of the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on History. The History tab is activated, revealing a list of all chronological agreement and void episodes for the asset in the Rent summary table.
  4. Double-click on a row matching a void episode against which a match list will be generated. The Asset Void Episode window is displayed.
  5. Click on Match List 2. The Match List window is displayed, revealing all applicants where the specified needs match the attributes of the property 3 1. Certain fields are worthy of special note and are captured in the table below.
  6. Click on Close.


Alternatively, the procedure to generate a match list for a resource (non-organisational asset or service) is as follows:

  1. Navigate to Quick Menu > Allocations > Configuration > Resources. The Resource Details window is displayed.
  2. Expand a category heading and resource subtype from the alphabetical list and select an associated resource, or type its name into the Search Resources field. By default the list is filtered to show Current resources. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All 4.
  3. Click on Match List. The Select Waiting List window is displayed.
  4. Using the Waiting List drop-down field, select the appropriate waiting list from which potential matches will be identified.
  5. Click on Confirm. The Match List window is displayed, revealing all applicants where the specified needs match the attributes of the non-organisation asset or service 5 1. Certain fields are worthy of special note and are captured in the table below.
  6. Click on Close.


Field

Description

Position

A sequential number denoting the applicant's current position on the match list, based on their overall priority score and rank order specified for the allocations list.

Application

The unique internal reference number assigned to the application.

Application Name

The name of the contact linked to the application.

Rank Date

Applications on a waiting list may be assigned a priority ranking based on the date the application was first received, or when the application was made live e.g. following verification of all information included on the form. A rank date is commonly used to ensure that applicants who have been in a band for the longest period of time are processed first.

Points

The total number of points awarded to the application, based on the matching rules configured for the list.

Band

The band assigned to the application, based on the overall number of points or awards attributed to it.

Action

The current action for the match list application e.g. In Progress, Awaiting Verification, Deferred, Cancelled, etc.

Reason

A qualification of the circumstances surrounding the outcome of the match and therefore the recorded action.

Notes

The contextual information added to the match list record in support of the current action.


Tip

1 By default, all match lists are displayed in application priority order; to aid in identification and analysis, rows can be reordered by clicking on any of the available headings.

Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

2 This option is available for all assets with a current void episode.in their history log.

3 Where a default waiting list has not been assigned to the asset type, the Select Waiting List window will be displayed, enabling one to be selected using the Waiting List drop-down field.

4 The Search Resources field will match against any element of the resource description.

5 Where a default waiting list has not been assigned to the resource subtype, the Select Waiting List window will be displayed, enabling one to be selected using the Waiting List drop-down field.


See related topics...

Match list management overview

To adjust the criterion of a match list

To generate a match list in PDF format

To bypass selected applicants on a match list

To assign a viewing invitation to selected applicants on a match list

To make an offer to selected applicants on a match list

To define a system preference value