Tenancy Without Deposit Scheme Follow-up Sweep
Tenancy Without Deposit Scheme Follow-up Sweep
Version introduced: v0.1.312
Overview
The Tenancy Without Deposit Scheme Follow-up Sweep is a nightly batch workflow that automatically identifies active tenancies where a deposit has been taken but no protection scheme has been registered. It sends a targeted in-app notification to the responsible party, including the exact number of days remaining before the 30-day statutory protection deadline is breached.
This feature helps landlords and agents stay compliant with tenancy deposit protection requirements under the Renters' Rights Act — without needing to manually track each tenancy.
Trigger
| Property | Value |
|---|---|
| Schedule | 0 9 * * 3 — every Wednesday at 09:00 |
| Type | Nightly batch (scheduled) |
Eligibility Criteria
A tenancy is included in the sweep if all three of the following conditions are true:
| Condition | Description |
|---|---|
depositAmount > 0 | A deposit was collected for the tenancy |
depositScheme = 'none' | No deposit protection scheme has been selected |
startDate < today − 7 days | The tenancy commenced more than 7 days ago |
Behaviour
1. Duplicate Prevention
Before sending any notification, the workflow checks the reminderLog entity for an existing record for that tenancy. If a reminder has already been sent, no further notification is dispatched. This prevents recipients from being spammed on repeated weekly runs.
2. Notification Content
For each qualifying tenancy that has not yet been reminded, the workflow sends an in-app notification that includes:
- A clear statement that no deposit scheme has been registered.
- The precise number of days remaining on the 30-day protection window (calculated from the tenancy
startDate). - A prompt to complete deposit registration immediately.
3. Reminder Logging
Once a notification is dispatched, a record is written to the reminderLog to prevent duplicate sends on subsequent sweep runs.
Difference from Existing Deadline Reminders
The platform also has a separate deadline-reminders workflow. Understanding the distinction is important:
| Deadline Reminders (existing) | Without-Scheme Sweep (v0.1.312) | |
|---|---|---|
| Fires when | Within a configured lead-time window as the deadline approaches | From day 7 onwards, for any tenancy with no scheme at all |
| Condition | Scheme may be registered; fires based on proximity to deadline | Scheme must be absent (depositScheme = 'none') |
| Purpose | Remind registered tenancies to act before their deadline | Catch tenancies that have not yet registered any scheme |
The new sweep is an earlier, broader safety net — it activates before the lead-time window and specifically targets the most at-risk tenancies (those where scheme selection has been skipped entirely).
Entities
| Entity | Role |
|---|---|
tenancies | Source of active tenancy records to evaluate |
properties | Linked to tenancies for context and routing |
reminderLog | Read to check for prior reminders; written after dispatch |
notifications | Stores the generated in-app notification |
orgMembers | Identifies the recipient within the organisation |
organizations | Organisation-level context for notification routing |
Compliance Context
Under the Renters' Rights Act, landlords and agents are required to protect a tenant's deposit in a government-approved scheme within 30 days of receiving it. Failure to do so can result in significant financial penalties. This workflow is designed to surface compliance gaps early — giving landlords and agents enough time to act before the deadline expires.