Check-In Report Draft Staleness Sweep

The Check-In Report Draft Staleness Sweep is a nightly automated workflow that identifies active tenancies where the check-in report has not been finalised — and alerts the responsible agent or admin before the oversight becomes a compliance risk.

How it works

Every night at 06:00 UTC, a scheduled cron job (0 6 * * *) queries all active tenancies and checks the state of their associated check-in report.

Flagging criteria

A tenancy is included in the sweep when all of the following conditions are met:

Condition	Value
Tenancy `status`	`active`
Check-in report	Does not exist or `status = 'draft'`
Tenancy `startDate`	More than 7 days before the job run date

The 7-day grace period gives agents a reasonable window to complete and submit the report after a tenancy begins before a warning is raised.

What the job does on detection

For each tenancy that meets the flagging criteria, the job performs two actions:

1. Compliance warning

A new record is created in complianceChecks associated with the tenancy. This warning:

Is visible to agents and admins in the compliance dashboard
Remains open until the check-in report is moved out of draft status
Provides an audit trail for regulatory purposes under the Renters' Rights Act

2. In-app notification

An in-app notification is delivered to the responsible agent or admin for the tenancy. The notification:

Identifies the specific tenancy affected
Prompts the recipient to complete and submit the check-in report
Is recorded in notifications with a link back to the relevant tenancy

Entities involved

tenancies — queried to find active tenancies past the 7-day threshold
checkInReports — checked for existence and draft status
complianceChecks — receives new warning records for flagged tenancies
notifications — receives new in-app alert records for the responsible agent/admin

Why this matters

A missing or unsubmitted check-in report is one of the most common reasons deposit deduction claims are disputed or dismissed at the end of a tenancy. Without an agreed record of the property's condition at move-in, it is very difficult to establish what damage (if any) was caused during the tenancy.

This automated sweep ensures:

No active tenancy silently proceeds without a finalised check-in report
Agents and admins are proactively reminded before the end-of-tenancy stage
Your portfolio remains compliant with the Renters' Rights Act

Frequency & schedule

Property	Value
Schedule	Daily
Cron expression	`0 6 * * *`
Run time	06:00 UTC
Job type	`nightly_batch`

Resolving a flagged tenancy

To clear a compliance warning raised by this sweep:

Open the flagged tenancy from the compliance dashboard or the notification link
Navigate to the Check-In Report section
Complete all required fields and submit the report
Once the report status changes from draft to a submitted/finalised state, the compliance warning will be resolved

Note: Simply saving progress does not resolve the warning. The report must be fully submitted.