Compliance dates carry the risk
Gas safety, electrical inspection, energy certificates, fire safety, insurance. Each has an expiry date, each has legal consequences if missed, and most are tracked in a spreadsheet somebody maintains.
A missed safety certificate is not an administrative oversight. Automating the tracking is one of the clearest risk reductions available to a property business.
What the tracking needs
- Every obligation recorded per property, with its expiry
- Reminders well before expiry, escalating
- Certificates attached to the property record
- Dates extracted from the documents themselves where possible
- A dashboard of everything approaching expiry
Maintenance workflow
- Tenant reports, triaged by urgency against your own policy
- Contractor assigned by trade and area
- Landlord approval where the cost requires it
- Completion recorded with evidence
- Recurring issues at a property flagged, because they usually indicate something larger
Tenancy lifecycle
Application, referencing, agreement, deposit protection, renewal, notice, checkout. Each stage has documents and deadlines, and each is where things get missed in a busy office.
A system that knows what stage each tenancy is at and what is due next removes most of that risk.
Landlord and tenant portals
| Landlords see | Tenants see |
|---|---|
| Their properties and tenancies | Their tenancy and documents |
| Statements and payments | How to report maintenance |
| Maintenance and costs | Status of their reports |
| Compliance status | Rent statement |
| Documents | Contact details |
Both reduce the volume of routine enquiries substantially, which is usually the operational case for building them.