Landlord Portal Invite Expiry & Decision Notifications

Available from: v0.1.221

Overview

A scheduled workflow runs every day at 08:00 and performs two automated checks against all landlord portal invites. Its purpose is to ensure agents are never left waiting on stale or decided invites without knowing about it.

How It Works

The workflow executes two passes in sequence each morning.

Pass 1 — Expiry Sweep

Condition	Action
`expiresAt` < current time	Mark invite status → `expired`
`status` is `pending` OR `viewed`	Notify the sending agent

Invites already in a terminal state (approved, changes_requested, expired) are ignored.
The agent notification explains that the landlord did not respond before the invite deadline.

Pass 2 — Decision Notification Sweep

Condition	Action
`status` changed to `approved` or `changes_requested` in the last 24 hours	Fire urgent in-app + email notification to the agent
Agent has not already been notified of this decision	Notification is sent

This pass acts as a safety net: if a landlord submits a decision overnight or outside office hours, the responsible agent is guaranteed to receive a prompt notification the following morning at the latest.
Notifications are marked urgent, surfacing them above standard in-app alerts.

Invite Status State Machine

pending ──────────────────────────────► approved
   │                                        │
   │                                        ▼
   ├─────── (landlord reviews) ──────► changes_requested
   │
   └─────── (expiresAt passed) ──────► expired

viewed ──────────────────────────────► approved
   │                                        │
   │                                        ▼
   ├─────── (landlord reviews) ──────► changes_requested
   │
   └─────── (expiresAt passed) ──────► expired

Notification Behaviour

Expiry Notification (Pass 1)

Recipient: Agent who sent the invite
Channel: In-app notification
Trigger: Invite transitioned to expired
Content: Informs the agent the landlord did not respond in time and the invite has now lapsed

Decision Notification (Pass 2)

Recipient: Agent responsible for the invite
Channel: In-app (urgent) + Email
Trigger: Landlord set status to approved or changes_requested within the last 24 hours, with no prior agent notification
Content: Surfaces the landlord's decision and prompts the agent to take the appropriate next step

Schedule

Property	Value
Cron expression	`0 8 * * *`
Frequency	Daily
Run time	08:00 server time

Entities

Entity	Role
`landlordPortalInvites`	Primary records evaluated and updated by both passes
`depositReleases`	Associated release records linked to each invite
`orgMembers`	Used to resolve the sending agent for notifications
`notifications`	Records created for in-app and email alerts

Edge Cases

Already-notified decisions: Pass 2 checks whether an agent notification already exists before firing, preventing duplicate alerts.
Non-actionable statuses: Invites already expired before this workflow runs are not re-processed.
Timing overlap: An invite that expires and also has a decision within the same 24-hour window will be handled by Pass 1 only (expiry takes precedence if expiresAt has already passed at run time).