Landlord Management

The landlord module provides a data model and API layer for managing landlord records within your organisation. Landlords are a core stakeholder entity referenced across properties, tenancies, offers, compliance workflows, and the branded landlord portal.

Data Model

Each landlord record is scoped to an organisation (orgId) and optionally to a branch (branchId).

Field Reference

Contact Details

Field	Type	Notes
`title`	`string` (optional)	e.g. Mr, Mrs, Dr
`firstName`	`string` (required)	Max 100 chars
`lastName`	`string` (required)	Max 100 chars
`email`	`string` (required)	Used for portal access and communications
`phone`	`string` (optional)	Primary phone number
`altPhone`	`string` (optional)	Secondary / alternative phone

Landlord Type

Field	Type	Notes
`landlordType`	`"individual"` \| `"company"`	Defaults to `individual`
`companyName`	`string` (optional)	Required when type is `company`
`companyRegistrationNumber`	`string` (optional)	Companies House number

Address

Field	Type	Notes
`addressLine1`	`string` (optional)
`addressLine2`	`string` (optional)
`city`	`string` (optional)
`county`	`string` (optional)
`postcode`	`string` (optional)
`country`	`string` (optional)	Defaults to `GB`

Communication Preferences

Field	Type	Default
`preferredContactMethod`	`"email"` \| `"phone"` \| `"post"`	`"email"`
`emailNotificationsEnabled`	`boolean`	`true`
`smsNotificationsEnabled`	`boolean`	`false`

Portal Access

Field	Type	Default
`portalAccessEnabled`	`boolean`	`false`
`portalTokenId`	`string` (optional)	ID of the associated `landlordPortalToken`

Financial

Field	Type	Notes
`bankAccountName`	`string` (optional)	Account name for rent payments
`bankSortCode`	`string` (optional)	Max 10 chars
`bankAccountNumber`	`string` (optional)	Max 20 chars
`taxReference`	`string` (optional)	UTR or tax reference
`isOverseas`	`boolean`	Marks landlord as non-UK resident (NRL scheme). Defaults to `false`

Status & Tracking

Field	Type	Notes
`status`	`"active"` \| `"inactive"` \| `"archived"`	Defaults to `active`
`notes`	`string` (optional)	Internal agent notes, max 5,000 chars
`managedByUserId`	`string` (optional)	The agent user responsible for this landlord
`createdByUserId`	`string` (optional)	User who created the record

API Reference

All procedures are accessed via the landlord tRPC router namespace.

`landlord.list`

Returns a cursor-paginated list of landlords for the authenticated organisation.

Input

{
  cursor?: string;           // Cursor for pagination
  limit?: number;            // Page size
  search?: string;           // Searches firstName, lastName, email, companyName, postcode
  status?: "active" | "inactive" | "archived";
  landlordType?: "individual" | "company";
  branchId?: string;
  managedByUserId?: string;
}

Returns: Paginated list of landlord records.

`landlord.get`

Returns a single landlord record by ID, including a count of linked properties.

Input

{
  id: string; // Landlord ID
}

Returns: Landlord record with an additional propertyCount field.

Errors: NOT_FOUND if the landlord does not exist or belongs to a different org.

`landlord.create`

Creates a new landlord record.

Input

{
  firstName: string;          // Required
  lastName: string;           // Required
  email: string;              // Required, must be a valid email
  title?: string;
  phone?: string;
  altPhone?: string;
  landlordType?: "individual" | "company";  // Default: "individual"
  companyName?: string;
  companyRegistrationNumber?: string;
  addressLine1?: string;
  addressLine2?: string;
  city?: string;
  county?: string;
  postcode?: string;
  country?: string;            // Default: "GB"
  preferredContactMethod?: "email" | "phone" | "post";  // Default: "email"
  emailNotificationsEnabled?: boolean;  // Default: true
  smsNotificationsEnabled?: boolean;   // Default: false
  bankAccountName?: string;
  bankSortCode?: string;
  bankAccountNumber?: string;
  taxReference?: string;
  isOverseas?: boolean;        // Default: false
  notes?: string;
  managedByUserId?: string;
  branchId?: string;
}

Returns: The newly created landlord record. Produces an audit log entry.

`landlord.update`

Partially updates an existing landlord record. All fields except id are optional.

Input

{
  id: string;                 // Required — landlord to update
  // ... any subset of create fields, plus:
  portalAccessEnabled?: boolean;
  status?: "active" | "inactive" | "archived";
}

Returns: Updated landlord record. Produces an audit log entry.

Notes: Includes an ownership check — the caller must have access to the record within their org.

`landlord.archive`

Soft-deletes a landlord by setting their status to "archived".

Input

{
  id: string;
}

Returns: Updated landlord record. Produces an audit log entry.

`landlord.listProperties`

Returns all properties linked to a given landlord.

Input

{
  id: string; // Landlord ID
}

Returns: Array of property records associated with this landlord.

`landlord.anonymise`

Performs a GDPR data subject erasure request. Replaces all PII fields with redacted placeholder values. Admin-only.

Input

{
  id: string; // Landlord ID
}

Returns: Updated (anonymised) landlord record. Produces an audit log entry.

⚠️ This action is irreversible. All personally identifiable information is permanently overwritten.

Status Lifecycle

active ──► inactive ──► archived
  └──────────────────────►┘

Use landlord.archive to move a landlord to the archived status. To restore an archived landlord, use landlord.update with status: "active" or "inactive".

GDPR Considerations

The landlord.anonymise procedure satisfies GDPR right-to-erasure requests. It is restricted to admin users and replaces PII (name, email, phone, address, financial details) with redacted placeholders while preserving the record shell for referential integrity with linked properties and tenancies.