Missing Check-In Report Escalation

Available from v0.1.309

The missing check-in report escalation is a nightly automated sweep that proactively alerts org admins when an active tenancy has passed its start date but still lacks a finalised check-in report.

Why This Matters

A finalised check-in report is foundational to fair deposit handling. Without one, it becomes extremely difficult to establish the condition of a property at the start of a tenancy — making any end-of-tenancy deduction claim vulnerable to dispute and potential non-compliance with the Renters' Rights Act.

This sweep ensures that missed check-ins don't silently slip through. Org admins are notified early and given a direct path to resolve the gap.

How It Works

Schedule

The sweep runs automatically every day at 08:00 UTC.

Cron: 0 8 * * *

Detection Criteria

A tenancy is flagged when both conditions are true:

1. startDate < (today - 7 days) — The tenancy started more than 7 days ago.
2. No finalised check-in report — There is no checkInReport record with status = 'finalised' linked to the tenancyId.

The 7-day grace window ensures that newly started tenancies have a reasonable period to complete and finalise their check-in report before an escalation is raised.

Notifications

When a tenancy is flagged:

• Org admins for the relevant organisation are notified.
• The notification includes a direct link to create or finalise the check-in report for the affected tenancy.
• All escalation activity is recorded in the audit log.

Relationship to the Draft Staleness Sweep

This sweep works alongside — but is separate from — the existing check-in-draft-staleness-sweep:

Sweep	Trigger condition
check-in-draft-staleness-sweep	A check-in report exists but has been stuck in draft for too long
Missing check-in escalation	No finalised check-in report exists at all for an active tenancy past 7 days

Both sweeps are required for complete check-in compliance coverage.

Affected Data Entities

Entity	Role
tenancies	Source of active tenancy records and start dates
checkInReports	Checked for presence and status = 'finalised'
properties	Associated with flagged tenancies for context
orgMembers	Used to identify and reach org admins
notifications	Delivery of escalation alerts to admins
auditLog	Records each sweep action for compliance and traceability

Resolving an Escalation

On receiving the notification, an org admin should:

1. Follow the direct link in the notification to the tenancy's check-in report.
2. Create a new check-in report if none exists, or open any existing draft.
3. Complete all required fields and upload supporting evidence (photos, inventory notes).
4. Finalise the report to clear the escalation and establish the baseline condition record.

Once a check-in report with status = 'finalised' exists for the tenancy, it will no longer be flagged by the sweep.