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Managing Compliance Entries

Compliance entries represent specific compliance requirements for a cottage (gas safety, electrical inspection, etc.). This page explains how to view, add, and manage compliance entries for a specific property.

What you can do

  • View all entries - See all compliance requirements for a cottage
  • Add new entries - Assign additional compliance types to a cottage
  • View entry details - Check status, documents, and history for each entry
  • Toggle agency management - Switch between owner and agency responsibility
  • Archive/unarchive entries - Manage which entries are active or archived

Accessing compliance entries for a cottage

There are two ways to access a cottage's compliance entries:

From the cottage compliance overview

  1. Navigate to Cottages > Compliance
  2. Find the cottage in the table
  3. Click on the cottage row
  4. You'll see the compliance entries page for that cottage

If you have a direct link or notification, clicking it will take you directly to the cottage's compliance entries page.

Understanding the entries page

The compliance entries page shows:

  • Cottage details - Property name, ID, and owner name in the header
  • Compliance entries table - All compliance requirements for this cottage
  • Add Entry button - Option to assign new compliance types
  • Actions - Dropdown menu with archive/unarchive options

Viewing the entries table

Each row in the compliance entries table shows:

  • Compliance Type - Name of the requirement (e.g., "Gas Safety Certificate")
  • Status - Current status with color coding:
    • Green - Compliant
    • Red - Expired or Rejected
    • Orange - Awaiting Review
    • Blue - In Progress
    • Gray - Not Provided
  • Last Updated - Date of most recent activity
  • Expiry Date - When the current accepted document expires (if applicable)
  • Agency Managed - Shown as a label beneath the compliance type name when agency is managing this entry
  • Actions - Dropdown menu with options such as archive/unarchive

Color coding

Status badges use consistent colors throughout the system - green for good, red for urgent, orange for needs attention.

Adding a compliance entry

To assign a new compliance type to this cottage:

  1. On the cottage's compliance entries page, click Add Compliance Entry
  2. In the modal, select a compliance type from the dropdown
  3. Available types are those not already assigned to this cottage
  4. Click Add Entry

The new entry is created with status Not Provided and appears in the table.

Available types only

The dropdown only shows compliance types that aren't already assigned to this cottage. If all types are already assigned, the dropdown will be empty.

Required types first

Required compliance types are typically added automatically when a cottage is created, but you can add optional types as needed.

Viewing entry details

To see full details for a compliance entry:

  1. Find the entry in the table
  2. Click on the entry row
  3. You'll navigate to the entry management page

The entry management page shows:

  • All uploaded submissions (active and historical)
  • Activity timeline with notes and scheduled actions
  • Options to upload, review, accept, or reject documents
  • Tools to adjust expiry dates and manage submissions

See Upload compliance documents and Review compliance submissions for details on managing submissions.

Understanding entry statuses

Not Provided

No documents have been uploaded yet. The owner (or agency if agency-managed) needs to upload the first submission.

Awaiting Review

Documents have been uploaded and are waiting for staff review. Navigate to the entry to review and accept or reject the submission.

Review promptly

Submissions awaiting review delay the cottage becoming fully compliant. Review these regularly.

In Progress

A scheduled action has been added to this entry. The entry is waiting for the scheduled action's due date — no immediate action is required.

Compliant

The entry has an accepted submission that's still valid (not expired). This is the target status for all required entries.

Expired

The entry had an accepted submission, but it has passed its expiry date. The owner (or agency) needs to upload an updated document.

Rejected

The most recent submission was rejected by staff. The owner (or agency) needs to upload a corrected document.

Agency management

What is agency management?

Agency management means agency staff are responsible for managing this compliance entry instead of the property owner. This is useful for:

  • Technical inspections the agency typically arranges (gas safety, electrical, etc.)
  • Compliance the owner has delegated to the agency
  • Situations where the agency manages documentation on the owner's behalf

Toggling agency management

Agency management can be toggled on the entry management page (not the entries list). To change it:

  1. Click on the entry row to open the entry management page
  2. Use the Agency Managed toggle switch in the header

Agency management can only be enabled for compliance types that allow it (set at the type level).

Agency management requests

Owners can request agency management through the Property Portal. These requests appear as alerts on the entry management page and must be approved or rejected by staff.

Agency management indicators

Entries that are agency-managed show an Agency Managed badge in the entries table. This makes it clear at a glance who's responsible for each entry.

Quick actions from this page

Review pending submissions

  1. Identify entries with Awaiting Review status
  2. Click the entry row
  3. Review and accept or reject the submission

Follow up on rejected submissions

  1. Identify entries with Rejected status
  2. Click the entry row
  3. Review rejection reasons
  4. Contact owner or check for new uploads

Handle expired compliance

  1. Identify entries with Expired status
  2. Click the entry row
  3. Check the expiry date and previous documents
  4. Contact the owner to request an updated document

Add missing compliance

  1. Review the entries table for gaps in required compliance
  2. Check if required types are missing
  3. Click Add Compliance Entry to add missing types
  4. Contact owner to request initial documents

Common workflows

Initial compliance setup for a new cottage

  1. Navigate to the cottage's compliance entries page
  2. Review which compliance types are already assigned (usually required types)
  3. Add any additional compliance types needed
  4. Contact the owner to request document uploads

Regular compliance monitoring

  1. Identify entries expiring soon
  2. Contact the owner to request updated documents
  3. Review and accept submissions as they arrive

Handling non-compliance

  1. Identify entries with Not Provided, Rejected, or Expired status
  2. Click each entry to review details
  3. Add notes documenting communication with owner