Never Miss a Check-In Report Again: Introducing the Staleness Sweep

Release v0.1.276 | Nightly Batch Workflow

We've all seen it happen. A tenancy starts, the move-in goes smoothly, and everyone moves on — until six or twelve months later when the tenant leaves and there's no agreed check-in report to refer back to. At that point, any deposit deduction claim becomes an uphill battle.

With v0.1.276, we're closing that gap automatically.

The problem: draft reports that never get submitted

Check-in reports get started but not finished. It happens for a hundred reasons — a busy week, an agent covering multiple properties, a last-minute change to a move-in date. The report sits in draft, nobody notices, and the tenancy runs its course without a complete record of the property's condition at move-in.

When the tenancy ends, that missing document can invalidate an otherwise legitimate deposit deduction.

The solution: a nightly compliance sweep

Starting with this release, the platform runs a daily automated check at 06:00 UTC that scans every active tenancy in the system. Any tenancy where:

the check-in report is still in draft (or doesn't exist at all), and
the tenancy started more than 7 days ago

…will automatically trigger two things:

A compliance warning — logged against the tenancy and visible in your compliance dashboard, so nothing gets buried.

An in-app notification — sent directly to the responsible agent or admin, with a direct link to the report that needs attention.

The 7-day grace period is intentional. It gives agents a reasonable window to finalise a report after move-in day without being flooded with premature alerts.

What this means for your portfolio

For agents and property managers, this sweep acts as an automatic back-stop. Even if a check-in report slips through the cracks, you'll get a clear, actionable alert before it becomes a dispute risk.

For admins, the compliance dashboard now surfaces these gaps automatically — no manual auditing required.

For tenants, it means the record of their property's condition at move-in is far more likely to be accurate and complete — which protects them just as much as it protects landlords.

Built for the Renters' Rights Act

The Renters' Rights Act places greater scrutiny on how deposit deductions are evidenced and justified. A complete, timely check-in report is foundational to that evidence. This sweep is one part of our broader commitment to making sure every tenancy on the platform starts — and ends — with the documentation it needs.

Getting started

There's nothing to configure. The sweep runs automatically every night. If you have active tenancies with stale draft reports, you may start receiving notifications from the first run following this release.

For full technical details, see the Check-In Report Draft Staleness Sweep documentation.