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FeaturesDepositClearUpdated March 12, 2026

Signature Expiry Sweep & Agent Alerts

Signature Expiry Sweep & Agent Alerts

To keep the signature workflow moving and prevent stale requests from going unnoticed, the platform runs a daily expiry sweep that automatically expires overdue signature tokens and notifies the responsible agent.

How it works

1. Daily sweep schedule

Every day at 07:00 UTC, a scheduled batch job queries all signatures records where:

status = 'pending'

It then applies one of two actions depending on the tokenExpiresAt value.

2. Expiry on the due date

If a pending signature's tokenExpiresAt is before today, the sweep:

  1. Updates the signature record: status → 'expired'
  2. Creates an in-app notification for the agent (requestedById) on that record, informing them the token has expired and prompting them to re-send the signature request.

3. Pre-expiry reminder (T‑2 days)

If a pending signature's tokenExpiresAt is exactly 2 days from today, the sweep:

  1. Sends an in-app reminder notification to the requesting agent.
  2. The status remains 'pending' — no change is made to the record.

This gives agents an opportunity to chase the signatory before the token becomes invalid.

Notification summary

TriggerRecipientNotification typeStatus change
Token expired (tokenExpiresAt < today)Requesting agent (requestedById)Expiry alert — re-send promptpending → expired
Token expiring in 2 daysRequesting agent (requestedById)Pre-expiry reminderNone

Affected entities

  • signatures — records are read and (where applicable) updated to status = 'expired'.
  • notifications — new in-app notification records are created for the relevant agent.
  • users — the agent identified by requestedById on the signature record is the notification recipient.

Agent actions

When an agent receives an expiry or pre-expiry notification, they should:

  1. Open the relevant deposit / check-out case.
  2. Review the signature request and confirm the correct signatory details.
  3. Re-send (or resend) the signature request to generate a fresh token.

There is no automated re-send — the agent must trigger this manually.

Compliance context

Keeping signature requests current is important for maintaining an auditable, time-stamped record of consents under the Renters' Rights Act. Expired tokens mean an unsigned document; the sweep ensures agents are never left unaware of outstanding signatures that could delay or invalidate a deposit deduction process.