Check-Out Item Quality Completeness Sweep

Version introduced: v0.1.351 Trigger: checkout.finalised (event-driven)

Overview

When a check-out report is marked as finalised, the platform automatically runs a quality completeness sweep across all items in that report. If a significant proportion of items are missing condition ratings or photographic evidence, a compliance warning is raised and deposit release is blocked until the gaps are addressed.

This safeguard exists to ensure that every deposit deduction claim is backed by sufficient, auditable evidence — protecting agents from disputes and keeping the process compliant with the Renters' Rights Act.

Trigger

The sweep is fired automatically on the checkout.finalised event. No manual action is required to invoke it.

Quality Signals

The sweep evaluates two evidence signals on every checkOutItem within the finalised report:

1. Condition Rating

Each item must have a conditionRating value set. An item without a rating is counted as a quality gap.

2. Photo Evidence

Each item must have at least one photo attached. An item with photoKeys: [] (an empty array) is counted as a quality gap.

Threshold & Flagging Logic

if (gapCount / totalItems) > 0.30:
    flag report → write complianceCheck → dispatch notification

The sweep counts all items missing a conditionRating or missing photos (photoKeys = []).
If the proportion of such items exceeds 30% of the total item count in the report, the report is flagged.
A complianceCheck record is created against the report.
A notification is sent to the agent responsible for the report.

Note: The 30% threshold applies at the whole-report level, not per-room. A single room with many un-evidenced items can trigger the flag.

Effect on Deposit Release

A flagged report cannot proceed to deposit release while the compliance warning is active. The agent must:

Review the items identified in the complianceCheck.
Add missing condition ratings and/or photos to the relevant items.
Re-finalise or re-submit the report to clear the flag.

Once the evidence gaps are resolved and the report no longer breaches the 30% threshold, the compliance warning is lifted and deposit release can continue normally.

Affected Entities

Entity	Description
`checkOutReports`	The finalised report being swept
`checkOutItems`	Individual line items checked for evidence completeness
`checkOutRooms`	Room groupings containing items
`complianceChecks`	Written when the quality threshold is breached
`notifications`	Sent to the agent when a report is flagged

Frequently Asked Questions

What counts as a photo? Any entry in the photoKeys array on a checkOutItem. An empty array ([]) means no photos are attached and the item will be counted as a gap.

Does every item need both a rating and a photo? Yes — both signals are evaluated independently. An item is counted as a gap if it is missing either a condition rating or photos.

Can the threshold be adjusted? The 30% threshold is fixed in this release. Per-report or per-tenancy threshold configuration is not currently supported.

What happens if the report is finalised with exactly 30% of items missing evidence? The threshold is a strict greater than check (> 30%). A report at exactly 30% will not be flagged.

Who receives the notification? The notification is dispatched to the agent associated with the check-out report.