How-to-Rent Guide Served Confirmation Reminder
How-to-Rent Guide Served Confirmation Reminder
Available from: v0.1.305
Overview
This automated workflow ensures that property managers are reminded to confirm service of the How-to-Rent guide whenever a tenancy goes active and the confirmation is still outstanding. It is event-driven and requires no manual configuration per tenancy.
Background
Under the Renters' Rights Act, landlords and agents must provide tenants with the government's How-to-Rent guide before or at the start of a tenancy. Recording confirmation of service is a compliance requirement tracked in the platform via the how_to_rent_guide_served compliance rule.
How it works
Trigger
The workflow listens for the tenancy.updated event where trigger=auto_activation. This event fires when a tenancy is automatically transitioned to active status (e.g. the tenancy start date is reached).
Condition
Before sending any notification, the workflow checks the current status of the how_to_rent_guide_served compliance rule for that tenancy:
warning— reminder is sent (action required)pass— no action taken (already confirmed)fail— no action taken (already escalated separately)
Action
If the compliance rule is in warning status, an in-app notification is dispatched to the assigned property manager for the tenancy. The notification:
- Identifies the tenancy and property by name
- States that How-to-Rent guide service has not yet been confirmed
- Includes a direct link to the Compliance tab for that tenancy
Entities involved
| Entity | Role |
|---|---|
tenancies | Source of the trigger event; provides tenancy context |
complianceChecks | Queried to read how_to_rent_guide_served rule status |
properties | Provides property name/address for the notification |
orgMembers | Used to identify the assigned property manager |
notifications | Target entity for the in-app reminder |
Resolving the reminder
Once the property manager receives the notification, they should:
- Click the link in the notification to open the Compliance tab.
- Locate the How-to-Rent Guide Served compliance item.
- Mark the guide as served (uploading evidence if required by your organisation's settings).
- Save — the compliance rule status will update to
passand no further reminders will be triggered for this item on this tenancy.
Frequently asked questions
Will this reminder be sent more than once?
No. The workflow fires on the auto_activation event, which occurs once per tenancy transition to active. It is not a recurring reminder.
What if the tenancy is created and immediately active?
The workflow also handles the created trigger, so tenancies that are created in an already-active state are covered.
Does this affect manually activated tenancies?
The workflow responds to trigger=auto_activation. Tenancies activated manually via a different trigger path are not currently in scope for this workflow.
Who receives the notification?
The notification is sent to the orgMember assigned as property manager for the tenancy. If no property manager is assigned, the notification will not be sent — ensure all active tenancies have an assigned property manager.