Check-Out Report Created Without a Linked Check-In Report

Overview

When a check-out report is submitted for a tenancy that has no associated check-in report, the platform automatically detects this and sends an in-app warning notification to the relevant parties. This workflow helps agents and admins catch a critical evidence gap before it becomes a failed adjudication.

How It Works

This is an event-driven workflow that fires automatically — no manual action is required.

1. A new row is inserted into check_out_reports.
2. The platform checks whether checkInReportId is NULL on that record.
3. If no linked check-in report exists, an in-app warning notification is dispatched.

Who Receives the Notification

Recipient	Role
Conducting agent	The agent assigned to the check-out inspection
Organisation admins	All admin-level users within the agent's organisation

Notification Message

"No check-in report found for this tenancy — deduction claims will have no baseline evidence comparison and are likely to fail adjudication."

Why a Check-In Report Is Required

A check-in report documents the condition of the property at the start of the tenancy. It serves as the evidence baseline against which the check-out report is compared when assessing deposit deductions.

Without a check-in report:

• There is no documented record of the property's condition at move-in.
• Any deduction claims cannot be substantiated with a before/after comparison.
• Adjudicators are very likely to reject such claims due to insufficient evidence.

Recommended Actions

Upon receiving this notification, agents and admins should:

1. Verify whether a check-in report exists for the tenancy but was not correctly linked (e.g. created under a different tenancy record).
2. Link the correct check-in report to the check-out report if one exists.
3. Advise the landlord of the evidential risk if no check-in report was produced for the tenancy.
4. Document any alternative evidence (e.g. tenancy agreement condition clauses, photographs) that may support a deduction claim in the absence of a formal check-in report.

Affected Data Entities

• check_out_reports — the newly inserted report that triggered the workflow
• check_in_reports — the missing linked report
• tenancies — the tenancy record the report belongs to
• users — the conducting agent and org admins who receive the notification
• notifications — the in-app notification record created by this workflow

Related Features

• Deposit Deduction Claims
• Check-In Report Submission
• In-App Notifications