Automated Deadline Reminders
Automated Deadline Reminders
Automated deadline reminders proactively alert agents and branch managers when key tenancy milestones are approaching or overdue. This reduces compliance risk, prevents missed obligations, and keeps every party informed without manual chasing.
Overview
Reminders are delivered through two channels simultaneously:
- Email — sent to the configured recipients' registered email addresses
- In-app notification — surfaced in the platform notification centre
Supported Reminder Types
1. Deposit Protection Due
- Trigger: 5 days before the deposit protection deadline (T‑5)
- Purpose: Reminds the assigned agent that the tenant's deposit must be registered with an authorised tenancy deposit scheme before the legal deadline.
- Compliance context: Under the Renters' Rights Act, failure to protect a deposit on time exposes the landlord to a penalty of up to 3× the deposit value.
2. Prescribed Information Overdue
- Trigger: On or after the prescribed information due date, if it has not been served
- Purpose: Alerts the agent and branch manager that prescribed information (the formal documentation confirming deposit protection) has not yet been issued to the tenant.
- Compliance context: Prescribed information must be served within the same statutory window as deposit protection.
3. Tenant Response Deadline Approaching
- Trigger: Configurable lead time before the tenant's response window closes
- Purpose: Notifies the agent that a tenant has not yet responded to an outstanding action (e.g. a deduction proposal or check-out report), allowing time to follow up before the deadline expires.
4. Check-Out Due
- Trigger: Configurable lead time before the scheduled check-out date
- Purpose: Reminds the agent that a tenancy check-out is approaching so that inspections, inventory comparisons, and deposit return timelines can be prepared in advance.
Recipients
All reminder types are sent to the following recipients automatically:
| Recipient | Role |
|---|---|
| Assigned agent | The agent directly responsible for managing the tenancy |
| Branch manager | The manager of the branch the tenancy belongs to, for oversight and escalation |
Note: Recipients are determined by the agent assignment and branch configuration on the tenancy record. Ensure tenancies have an assigned agent and a branch manager set to receive reminders.
Configuration
Each reminder type can be individually enabled or disabled. Where timing is configurable (tenant response deadline, check-out due), the lead-time (number of days before the deadline) can be adjusted.
Configuration is managed at the account or branch level depending on your platform plan.
Frequently Asked Questions
What happens if no agent is assigned to a tenancy? If a tenancy has no assigned agent, reminders for that tenancy will be sent to the branch manager only.
Can I add additional recipients? Additional recipients beyond the assigned agent and branch manager are not supported in this release.
Are reminders sent for every tenancy? Yes — reminders are triggered automatically for all active tenancies where the relevant deadline conditions are met and the reminder type is enabled.
Will I receive a reminder if the action has already been completed? No — reminders are suppressed once the relevant action (e.g. deposit protected, prescribed information served) is recorded as completed in the platform.