Docs/Records, Defects, and Renewals

Renewal Lifecycle and Reminders

The renewal lifecycle keeps compliance current with automatic next-due dates and escalating reminder emails.

For: Owners and office teams3 min read3 sections

Renewal timeline

Walk the reminder tiers that keep compliance current without anyone remembering.

60 days beforeFirst reminder to the landlord or letting agent; plenty of time to book.
30 days beforeSecond reminder; the property appears on the due-soon tile.
7 days beforeUrgent reminder; schedule the check now to avoid lapsing.
OverdueEscalated reminder; the property moves to the overdue tile until a new record is generated.

Renewal Functions

  • Generating a record best-effort creates next year’s check so the cycle continues.
  • Compliance status rolls up as satisfactory, due soon, overdue, or action required.
  • Due-soon and overdue worklist tiles surface on the dashboard.
  • A daily job sends escalating reminders as the due date approaches and passes.

Reminder Tiers

Two thresholds are at work here, and they are deliberately different. Email reminders begin at 60 days, but the dashboard “Due soon” tile only starts at 30 days, so a property can receive a 60-day reminder email while it still reads Satisfactory on the dashboard. This is by design: the emails give landlords early notice, while the tile reflects nearer-term operational urgency. The two line up again from 30 days onward.

  • Email reminders escalate at 60, 30, and 7 days before due, then again once overdue, sent once per tier so a tier never repeats.
  • The dashboard “Due soon” tile (and the due-soon compliance status) appears at 30 days, not 60, so between 60 and 30 days a property may be emailed yet still show Satisfactory.
  • Landlords and letting agents are emailed; renewal reminders are email-only, with no in-app push.
  • Renewal reminders are on by default so compliance does not depend on memory.
  • Tenant delivery of the record happens within the statutory 28-day window via a secure link.

Troubleshooting

  • Reminder not sent: confirm reminders are enabled and the recipient contact details are present.
  • Emailed but still shows Satisfactory: expected between 60 and 30 days. The first emails precede the dashboard “Due soon” tile, which starts at 30 days.
  • Next check not created: the auto-create is best-effort and tenant-safe; schedule manually if it did not run.
  • Property shows overdue unexpectedly: confirm the last record date and the renewal window.

Make Compliance Self-Chasing

The renewal lifecycle exists so compliance does not depend on someone remembering. Generating a record schedules the next check, status rolls up to the dashboard, and reminders escalate automatically.

  • Confirm renewal reminders are enabled and recipients are correct before relying on them.
  • Use the due-soon and overdue tiles as the daily worklist for protecting compliance.
  • Deliver records to tenants within the statutory 28-day window.
  • Treat action-required outcomes as remedial work to plan, not just a status to display.

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