Automated Compliance Expiry Alerts & Tenancy Notifications

As of v0.3.13, the platform automatically monitors compliance certificate expiry dates and upcoming tenancy end dates, delivering proactive alerts to agents via in-app notifications and email — with no manual configuration required.

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Compliance Expiry Alerts

How It Works

A daily scheduled job (compliance-expiry-scan) runs at 6 AM UTC and checks every property in the system for certificates that are expiring or have already expired.

Certificates Monitored

Certificate	Sources Checked
Gas Safety Certificate	properties.gas_safety_expiry and compliance_documents table
Energy Performance Certificate (EPC)	properties.epc_expiry and compliance_documents table
Electrical Installation Condition Report (EICR)	properties.eicr_expiry and compliance_documents table

For documents in the compliance_documents table, the scan uses the latest version of each document type per property.

Alert Windows

Three alert types are generated depending on how far a certificate is from its expiry date:

Alert Type	Condition	Email Style
30-Day Warning	Expires within 30 days	Amber
Expired	Expired today (±1 day)	Red
Post-Expired / Overdue	Expired more than 1 day ago	Red

Who Gets Notified

Alerts are targeted based on property assignment:

• Assigned properties: Notification is sent to the agent set as managed_by_user_id on the property.
• Unassigned properties: Notification is sent to all members of the organisation.

Notification Channels

Each alert is delivered through two channels:

1. In-app notification — Appears in the shell notification panel (bell icon).
2. Email alert — Styled with urgency-appropriate colours (amber for warnings, red for expired/overdue).

Email alerts include:

• Document type and property address
• Expiry date
• Days remaining (warning) or days overdue (post-expired)
• Direct link to the Portfolio Dashboard

Deduplication

A compliance_expiry_alerts database table ensures each unique combination of organisation, source record, and alert type is only sent once. Subsequent daily runs skip alerts that have already been dispatched.

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Tenancy Expiry → Renewals Pipeline

How It Works

A separate daily job (tenancy-expiry-alert-scan) runs at 6 AM UTC and scans for tenancies approaching their end date.

Alert Windows

Window	Action
90 days before expiry	Creates a renewal record with decision_required status
7 days before expiry	Creates an urgent renewal record with decision_required status

Where to See These

Renewal records created by this scan appear in the Renewals Pipeline > Decision Required queue. Agents are prompted to decide on renewals well in advance of tenancy end dates.

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Portfolio Dashboard

The Portfolio Dashboard's Expired Compliance tab is dynamically visible — it only appears when there are properties with expired compliance certificates. The daily scan drives awareness by surfacing these records, prompting agents to open the tab and take action.

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Technical Reference

Inngest Functions

Function ID	Type	Schedule	Concurrency
compliance-expiry-scan	Cron	Daily 6 AM UTC	limit: 1 (fn scope)
compliance-expiry-notify	Event-triggered (fan-out)	On demand	key: orgId
tenancy-expiry-alert-scan	Cron	Daily 6 AM UTC	limit: 1 (fn scope)

Database Table: compliance_expiry_alerts

Column	Type	Description
id	text (UUID)	Primary key
org_id	text	Organisation ID
source	text	Source type: compliance_document, property_gas_safety, property_epc, property_eicr
source_id	text	ID of the source record
property_id	text	Property ID
alert_type	text	30_day, expired, or post_expired
document_type	text	Human-readable certificate type
property_address	text	Property address for display
expiry_date	timestamp	Certificate expiry date
in_app_sent	boolean	Whether in-app notification was sent
email_sent	boolean	Whether email was sent
error_message	text	Error details if delivery failed
created_at	timestamp	Record creation time

A unique index on (org_id, source, source_id, alert_type) enforces deduplication at the database level.