Landlord Portal & Approval Workflow
Landlord Portal & Approval Workflow
Introduced in v0.1.46, the Landlord Portal gives landlords a dedicated, friction-free space to review deposit deduction claims and take action — without needing to create an account or remember a password.
How It Works
1. Magic-Link Access
Landlords receive a magic-link via email when a deduction claim is ready for review. Clicking the link authenticates the session automatically — no registration, no password, no app to install.
- Links are single-use and time-limited for security.
- Each link is scoped to a specific tenancy and set of claims.
2. Reviewing Deduction Claims
Inside the portal, landlords see an itemised breakdown of all deduction claims raised against the deposit. Each claim includes:
- A description of the alleged damage or issue.
- The amount being claimed.
- Supporting evidence (photographs, invoices, check-in/check-out reports) uploaded by the agent or tenant.
3. Taking Action
For each deduction claim (or the claim set as a whole), landlords can:
| Action | Description |
|---|---|
| Approve | Confirms the deduction is accepted and authorises the release of the corresponding funds. |
| Request Changes | Flags the claim or specific line items as requiring revision, with optional written commentary explaining what needs to change. |
Once all claims have been actioned, the platform notifies the relevant agents and tenants automatically.
4. Authorising Release of Funds
Approving a claim triggers the fund-release authorisation step within the platform's deposit workflow. This is logged as a landlord action and forms part of the compliance record for the tenancy.
Audit Trail
All landlord decisions are recorded in the tenancy's immutable audit log, including:
- Timestamp of each action.
- The specific decision made (approval, change request, fund-release authorisation).
- Any written commentary provided alongside a change request.
This audit trail supports compliance with the Renters' Rights Act and can be referenced in the event of a formal dispute.
Key Points
- No account required. Landlords access the portal exclusively via magic-link — there is no separate landlord login.
- Scoped access. Each magic-link grants access only to the tenancy it was issued for.
- Full transparency. Landlords see the same evidence available to agents and tenants, ensuring decisions are made on a level playing field.
- Compliant by design. The audit trail is maintained automatically — no manual record-keeping is required.