Below is a structured guideline for the process of uploading finalized documents to the SayPro dashboard, ensuring smooth and secure document management for housing, tenancy, and staff residential asset activities.

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SayPro Upload Finalized Documents on SayPro Dashboard

Managed by: SayPro Housing & Tenancy Compliance Team

Platform: SayPro Housing Management Dashboard
Effective Date: May 13, 2025

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✅ Purpose

To ensure that all finalized documents related to housing transfers, tenancy agreements, home ownership transfers (HOTTS), and other related activities are securely uploaded, stored, and easily accessible on the SayPro dashboard. This ensures compliance, traceability, and efficient document management for all stakeholders.

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📋 Types of Documents to Upload

1. Tenancy Agreements

• Final signed agreements between SayPro and tenants
• Lease renewal documents
• Termination notices or early termination agreements

2. Home Ownership Transfers (HOTTS)

• Transfer application forms
• Signed transfer agreements
• Payment receipts or clearance certificates
• Legal transfer documents and deeds

3. Housing Allocation Documentation

• Allocation request forms
• Proof of eligibility (e.g., payslips, ID verification, employment proof)
• Staff welfare assessments related to housing

4. Partner Agreements & Contracts

• Housing development agreements with partners
• Co-financing agreements
• Municipal partnership contracts and zoning approvals

5. Compliance and Legal Documents

• Municipal rates clearance certificates
• Property inspection reports
• Legal notices related to tenancy violations or disputes

6. Financial Documents

• Rental payment receipts
• Loan repayment status for housing-related loans
• Budget and financial reports related to housing initiatives

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🔄 Document Upload Process

1. Log in to SayPro Dashboard

• Go to the SayPro Housing Dashboard via: https://portal.saypro.org/housing
• Log in using your SayPro admin credentials (ensure you have permissions to upload documents).

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2. Navigate to the Document Upload Section

• From the dashboard home page, go to: Menu > Document Management > Upload Finalized Documents
  • Alternatively, use the search bar to locate the “Upload Documents” option.

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3. Select Document Type

Choose the relevant document category:

• Tenancy Agreement
• Home Ownership Transfer (HOTTS)
• Housing Allocation
• Partner Agreement
• Compliance Documents
• Financial Documents

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4. Upload Document Files

Click on the “Upload Files” button to select and upload documents. Ensure that:

• Files are in acceptable formats (PDF, DOCX, JPEG, PNG, etc.)
• Documents are clearly named (e.g., [TenantName]TenancyAgreement[Date].pdf)
• Any supporting documents (e.g., payment receipts, clearance certificates) are attached as supplementary files.

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5. Tagging & Metadata

For each document, ensure that:

• The document title is accurate
• Tags are added to categorize the file (e.g., “HOTTS Application”, “Lease Renewal”, “Transfer Document”)
• The document date is entered correctly (date of finalization or signing)
• Reference number or case ID is included (if applicable)

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6. Review and Confirm Upload

After selecting all files, click on:

• Review Files to check the documents and their tags
• Once reviewed, click on “Confirm Upload” to complete the process

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7. Document Verification

After uploading, the document will be:

• Verified by the SayPro Housing Team for completeness and accuracy
• Officially logged in SayPro’s secure document repository

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8. Notifications and Status Updates

• Once successfully uploaded, a confirmation email will be sent to the uploader and relevant parties
• The document will be assigned a unique reference ID and added to the system’s audit trail for future tracking and review

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🛡️ Document Security & Compliance

• Documents are securely stored in SayPro’s cloud-based storage with encryption
• Access to documents is restricted based on user roles and permissions
• The audit trail maintains a log of all document uploads and changes, ensuring full traceability
• Documents are retained according to SayPro’s data retention policies, and access is controlled based on confidentiality and governance standards (POPIA compliance)

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🗓️ Document Review Cycle

Uploaded documents will be reviewed regularly by the relevant teams for:

• Compliance audits
• Periodic reporting
• Strategic decision-making
• Legal or financial verification

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