Getting set up on FFARMS: A Quick Guide

Please note this is only relevant for Organisations who have purchased FFARMS as a management platform rather than for use as a viewing portal for completed appraisals

FFARMS has multiple functions that your Organisation can choose to use depending on how involved in the appraisal management process you wish to be.

Below we have listed the steps you need to take to get started on FFARMS and highlighted where there are optional functions you can choose to set up/make use of:

1. Create your Appraisee Records - see our help article here
2. Create your Appraiser Records - see our help article here
3. Get your Users set up on FourteenFish/linked to their FFARMS Record using Welcome emails - see our help article here
4. Add historic appraisal documents for your Appraisees - see our help article here
5. Create a Case for your Appraisees for the current appraisal year - see our help article here
6. Optional: Allocate the Appraisers to the Appraisees see our help article here
7. Optional: Notify the Appraiser from FFARMS of any Appraisees you allocate to them by using our pre-populated email templates - see our help article here
8. Optional: Notify the Appraisee from FFARMS of who their Appraiser will be using our pre-populated email templates - see our help article here
9. Set the Appraisal date - the Appraisee usually does this from within their FourteenFish account but if you wish to manage this, you can set this for them on the Case in FFARMS - chat with us if this is how you would like to manage this
10. Optional: Send Appraisal Date Reminders - if the Appraisee has not set their date by a certain number of days before their Appraisal month/due date, you can set up/send appraisal date reminders - see our help article here
11. Appraisee submits appraisal document - once the Appraisee has completed all the necessary fields on FourteenFish (and they have a live appraisal subscription), they can send their appraisal to the Appraiser. Appraisees & Appraisers can make changes to the appraisal, if required, at this stage. If you choose to add the FourteenFish appraisals view of an appraisee's account, you can view the live status on their FFARMS record.
12. Appraiser completes their sign off - the Appraiser will complete all of the outputs via their Appraiser's Area on their Dashboard area of their FourteenFish account. Once they click Sign off appraisal, it sends the appraisal back to the Appraisee. Appraisees & Appraisers can make changes to the appraisal, if required, at this stage. If you choose to add the FourteenFish appraisals view of an appraisee's account, you can view the live status on their FFARMS record.
13. Appraisee checks & makes their final sign off- the Appraisee has the option to click on Request a change or update something or Sign off your appraisal. Once they sign it off, the appraisal will become locked/uneditable by either the Appraisee or Appraiser and we will refer them to yourselves to get written consent if changes need to be made. If you choose to add the FourteenFish appraisals view of an appraisee's account, you can view the live status on their FFARMS record.
14. Optional: Notify the appraisal service/trust - if you would like to receive an email when an appraisal linked to your Designated Body/Trust is completed and ready to view on FFARMS, please let us know and we can set this up for you
15. Appraisal document visible on FFARMS: you will see the word 'Appraisal' next to the word 'Case' under the 'Appraisals' area of the Appraisee's Record. The Case status will automatically change to Closed: Completed. For help on why an appraisal might not be visible on FFARMS see our help article here
16. Optional: Send Appraisal Document Reminders - if the Appraisee/Appraiser has not completed their sign off within 14 / 28 days of the meeting date, you can set up/send appraisal document reminders - see our help article here
17. Optional: Send Appraiser feedback survey - we can set up a post appraisal questionnaire that can be  sent to the Appraisee after appraisal sign off. We will need you to send us your current survey so we can create it for you. Once set up, these can be sent manually by you, or we can set these up to be sent automatically on appraisal final sign off