Check-In Report Completion Gate Before Tenancy Activation
Check-In Report Completion Gate Before Tenancy Activation
Available from: v0.1.348
Overview
When a tenancy transitions to active status, the platform automatically checks whether a finalised check-in report exists. If one is missing, a compliance risk is logged and the relevant parties are notified.
This feature is designed to surface missing evidence before the tenancy gets underway — not weeks later when a deposit dispute arises.
Trigger
This workflow fires on the tenancy.updated event where trigger=auto_activation. It is also backed by a daily sweep that catches tenancies where startDate is today or has recently passed and the status is transitioning to active.
Workflow Behaviour
Step 1 — Identify Activating Tenancies
The workflow queries for tenancies meeting both conditions:
startDate≤ today (today or recently passed)- Status is moving to
active
Step 2 — Check for a Finalised Check-In Report
For each matched tenancy, the workflow looks for an associated checkInReport record with a finalised status.
Step 3 — Upsert a Compliance Check
If no finalised check-in report is found, a compliance check record is created or updated:
{
"rule": "no_check_in_report_at_activation",
"status": "fail",
"tenancyId": "<tenancy_id>"
}
Upserting ensures duplicate records are never created if the sweep runs multiple times against the same tenancy.
Step 4 — Notify Relevant Parties
Notifications are sent to:
- The conducting agent for the tenancy
- All org admins in the associated organisation
Activation Is Not Blocked
This workflow logs a compliance risk — it does not prevent the tenancy from becoming active. Agents and admins are responsible for acting on the notification.
Compliance Rule Reference
| Rule ID | Triggered When | Status | Blocks Activation? |
|---|---|---|---|
no_check_in_report_at_activation | No finalised check-in report exists at the point of activation | fail | No |
Why This Matters
Under the Renters' Rights Act, landlords and agents must be able to evidence the condition of a property at the start of a tenancy to justify any deposit deductions at the end. A missing check-in report is one of the most common reasons deposit disputes fail — or succeed against landlords.
This gate ensures that gap is caught early, while there is still time to act.
Who Receives Notifications?
| Role | Notified? |
|---|---|
| Conducting Agent | ✅ Yes |
| Org Admins | ✅ Yes |
| Tenant | ❌ No |
| Landlord | ❌ No |
Related Entities
tenanciescheckInReportscomplianceChecksnotifications