All Docs
FeaturesDepositClearUpdated March 12, 2026

Ended Tenancy No-Release Escalation

Ended Tenancy No-Release Escalation

Introduced in: v0.1.220

This workflow runs on a daily schedule and automatically identifies tenancies that have ended without a deposit release being started or completed. When a breach of the 14-day threshold is detected, org admins are notified via both in-app notifications and escalation email.

How It Works

1. Scheduled Trigger

The workflow runs once per day at 09:00 UTC:

cron: 0 9 * * *

2. Detection Criteria

On each run, the system queries for tenancies that meet all of the following conditions:

ConditionValue
tenancy.statusended
deposit_release recordMissing or deposit_release.status = 'draft'
Days since tenancy.endDate>= 14

Tenancies with a deposit_release in any status other than draft (e.g. in_progress, completed, disputed) are excluded — they are already being actively handled.

3. Escalation Actions

For each tenancy that matches the criteria, the workflow performs two actions:

In-App Notification

  • An urgent notification is inserted into the notifications table
  • Targeted at all org admin members (orgMembers) of the organisation that owns the property
  • The notification prompts them to begin the deposit release process

Escalation Email

  • An escalation email is sent to the same org admins
  • The email includes a direct call to action to initiate the deposit release for the affected tenancy

Affected Entities

EntityRole
tenanciesSource of ended tenancies to evaluate
depositReleasesChecked for existence and status
propertiesUsed to resolve organisation ownership
orgMembersIdentifies org admins to notify
notificationsReceives inserted urgent notifications

Compliance Context

The Renters' Rights Act places obligations on landlords and agents to process deposit returns promptly after a tenancy ends. This workflow acts as a compliance safety net — surfacing overlooked cases at the 14-day mark so that action can be taken before statutory deadlines are breached.

Org admins receiving these alerts should:

  1. Review the flagged tenancy in the platform
  2. Confirm the end-of-tenancy condition of the property
  3. Initiate a deposit release (or formally open a dispute if deductions apply)

Notification Behaviour

  • Notifications are marked as urgent priority
  • Only org admins receive the alert — standard org members and tenants are not notified at this stage
  • If the same tenancy remains unaddressed, the workflow will continue to evaluate it on subsequent daily runs until a non-draft deposit_release record exists

Related Features