Compliance System Overview

CloudBars provides a comprehensive compliance management system to track and manage property compliance requirements such as gas safety certificates, electrical inspections, fire safety documentation, and other regulatory documents.

How the system works

The compliance system helps you manage required documentation for each property with clear tracking, review workflows, and expiry management:

Define Requirements

Set up compliance types (gas safety, electrical, etc.) and mark which are required
Upload Documents

Property owners or agency staff upload compliance documents for each cottage
Review & Accept

Staff review submissions and accept or reject them with feedback
Track Expiry

System monitors expiry dates and flags documents needing renewal

Key features

Compliance type management

Custom compliance types: Create types for any compliance requirement (gas safety, insurance, fire risk assessment, etc.)
Required vs optional: Mark types as required or optional for properties
Agency management: Enable agency to manage certain compliance types on behalf of owners
Flexible descriptions: Provide clear guidance on what documents are needed

Document tracking

Submission history: View all uploaded documents for each compliance entry
Status tracking: Monitor submission progress from upload to acceptance
Expiry dates: Set and adjust expiry dates for time-limited compliance
Active submissions: Automatically identify the most recent submission for each entry

Review workflows

Acceptance process: Review uploaded documents and accept or reject them
Rejection feedback: Provide reasons when rejecting submissions
File management: Add additional files to existing submissions
Document deletion: Remove incorrect or duplicate submissions safely

Monitoring and alerts

Cottage overview: See compliance status for all properties at a glance
Entry listings: Filter and search all compliance entries across properties
Status summaries: Quick counts of compliant, expired, and pending entries
Scheduled actions: Create follow-up reminders for future tasks

Agency management

Toggle agency control: Switch responsibility between owner and agency
Management requests: Owners can request agency to take over management
Clear ownership: Always know who's responsible for each compliance entry

Key terms

The compliance system is built around two core concepts:

Entry: A compliance requirement record for a specific cottage. For example, "Gas Safety" for "Blue Cottage" is one entry. The entry tracks the overall compliance status and contains all submissions made over time for that requirement.
Submission: A group of files uploaded together for a compliance entry. Each submission has a single expiry date, and the files within it represent documentation for one compliance period (e.g., this year's gas safety certificate).

Compliance statuses

Entry statuses

Each compliance entry progresses through different states:

Status	Description	What it means
Not Provided	No documents uploaded yet	Waiting for initial upload
Awaiting Review	Documents uploaded, pending acceptance	Staff need to review
In Progress	A scheduled action has been added	Active work is planned for this entry
Compliant	Accepted and valid	Up to date and accepted
Expired	Accepted but past expiry date	Needs an updated document
Rejected	Submission not accepted	Needs correction and resubmission

Submission statuses

Individual submissions can be:

Status	Description	Next step
Accepted	Document accepted	Set expiry date if needed
Awaiting Review	Uploaded, waiting for review	Staff review required
Rejected	Not acceptable	Owner must upload new document

Cottage statuses

Overall compliance status for each cottage:

Status	Description	Meaning
Not Provided	No compliance documents uploaded	Needs initial setup
Compliant	All required items accepted and valid	Fully compliant
In Progress	Entries exist but not all are compliant or awaiting review	Work in progress
Expired	One or more items past expiry	Needs attention
For Review	Documents waiting for staff review	Staff action needed
Rejected	One or more submissions rejected	Needs correction and resubmission

Getting started

For compliance administrators

Set up compliance types - Define what compliance is required (gas safety, electrical, insurance, etc.)
Mark requirements - Specify which types are required vs optional
Enable agency management - Allow agency to manage certain types on behalf of owners if appropriate

For property managers

Review cottage compliance - Check overall status for all properties
Review submissions - Accept or reject uploaded documents
Schedule actions - Add scheduled actions to track tasks with due dates
Adjust expiry dates - Update expiry dates as needed

Common workflows

Standard compliance workflow

Type created - Administrator defines a new compliance type (e.g., "Gas Safety Certificate")
Entry created - Compliance entry is created for a specific cottage
Upload - Owner or agency uploads the compliance document
Review - Staff review the submission and accept or reject it
Monitor - System tracks expiry and flags when an updated document is needed
Update - Owner uploads updated document before expiry

Agency management workflow

Owner requests - Owner requests agency to manage a specific compliance entry
Staff approve - Staff approve the agency management request
Agency uploads - Agency staff upload and manage documents
Staff review - Staff review and accept agency submissions
Ongoing management - Agency handles updates for that entry

Rejection and resubmission workflow

Upload - Owner uploads a document
Review - Staff review and find it unacceptable
Reject - Staff reject with reason (e.g., "Document expired", "Wrong document type")
Notification - Owner sees rejection and reason
Reupload - Owner uploads corrected document
Accept - Staff accept the new submission