Renters' Rights Act: Fixed-Term Tenancy Transition Sweep
Renters' Rights Act: Fixed-Term Tenancy Transition Sweep
Available from v0.1.324
This automated workflow helps organisations stay ahead of the Renters' Rights Act by proactively identifying fixed-term tenancies that are approaching their end date and flagging them for compliance review before they convert to periodic tenancies.
Overview
Under the Renters' Rights Act, fixed-term tenancies that reach their contractual end date do not simply expire — they transition into periodic tenancies with new statutory obligations for landlords and agents. Missing this window can result in compliance failures, improper notice periods, and deposit handling errors.
The Fixed-Term Tenancy Transition Sweep runs automatically every week and ensures nothing slips through the cracks.
How It Works
1. Scheduled Trigger
The workflow runs on a weekly cron schedule every Thursday at 04:00 UTC.
cron: 0 4 * * 4
No manual action is required — the sweep runs automatically in the background.
2. Tenancy Detection
The sweep queries all tenancies matching the following criteria:
- Status is active or upcoming
endDateis not null (i.e. it is a fixed-term tenancy)endDatefalls within the next 180 days from the current date
This 6-month forward window is intentional — it gives organisations meaningful lead time to prepare, communicate with tenants, and take any required legal steps.
3. Compliance Check Upsert
For every tenancy identified, the system upserts a compliance_checks record using the rule:
renters_rights_act_periodic_preparation
This appears as a warning on the compliance dashboard. If the check already exists for a given tenancy, it is updated rather than duplicated. The compliance check remains visible until resolved by an admin.
4. In-App Notification to Org Admins
Each organisation with qualifying tenancies receives an in-app notification sent to all org admins. The notification includes:
- The count of fixed-term tenancies ending within the next 180 days
- A direct link to the compliance dashboard to review and act on flagged items
Who Receives Notifications
Notifications are delivered to members of the organisation with the admin role. If your organisation has multiple admins, each will receive the notification independently.
To ensure the right people are alerted, review your organisation's member roles in Settings → Team Members.
Compliance Dashboard
All tenancies flagged by this sweep are visible in the Compliance Dashboard under the renters_rights_act_periodic_preparation rule. From there, admins can:
- Review each flagged tenancy and its end date
- Mark compliance checks as resolved once the necessary steps have been taken
- Track the total number of outstanding warnings across the portfolio
Entities Involved
| Entity | Role |
|---|---|
tenancies | Source — identifies fixed-term records nearing end |
complianceChecks | Target — upserts renters_rights_act_periodic_preparation warnings |
notifications | Target — delivers in-app alerts to admins |
orgMembers | Reference — resolves admin recipients per organisation |
properties | Reference — provides tenancy context for dashboard links |
Frequently Asked Questions
How far in advance will I be notified? Up to 180 days (6 months) before a fixed-term end date. The sweep runs weekly, so you will receive a fresh notification each Thursday for as long as qualifying tenancies remain within the window.
What if a tenancy end date changes? The compliance check is upserted on each sweep run. If an end date is updated and the tenancy no longer falls within the 180-day window, no new warning will be generated on the next run. Existing checks should be manually resolved if no longer applicable.
What should I do when I receive the notification? Click the link in the notification to go directly to the compliance dashboard. Review each flagged tenancy, take the appropriate steps (e.g. issuing prescribed information, reviewing deposit terms, communicating with tenants), and mark the check as resolved.
Can I disable these notifications? The workflow is a platform-level compliance safeguard and runs automatically. Notification preferences at the individual user level can be managed in Settings → Notifications.