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Managing Compliance Types

Compliance types define what documentation your properties need to maintain (gas safety certificates, electrical inspections, insurance documents, etc.). This page explains how to create and manage compliance types.

What you can do

  • Add new compliance types - Create types for any compliance requirement
  • Edit existing types - Update type details, descriptions, and settings
  • Mark types as required - Specify which compliance is mandatory
  • Enable agency management - Allow agency to manage specific types on behalf of owners
  • Delete types - Remove compliance types that are no longer needed

About deleting compliance types

Deleting a compliance type will also delete all compliance entries of that type across all cottages. This action cannot be undone.

Viewing compliance types

To see all compliance types:

  1. Navigate to Cottages > Compliance > Types
  2. Review the compliance types table showing:
  3. Title - Name of the compliance type
  4. Required - Whether this compliance is mandatory
  5. Agency Managed - Whether agency can manage this on behalf of owners
  6. Description - Details about what's required
  7. Actions - Edit or delete buttons

Adding a new compliance type

To create a new compliance type:

  1. Navigate to Cottages > Compliance > Types
  2. Click Add New Compliance Type
  3. Fill in the compliance type details:
  4. Title: Enter a clear, descriptive name (e.g., "Gas Safety Certificate", "Electrical Inspection", "Public Liability Insurance")
  5. Description: Provide detailed guidance on what documents are acceptable (e.g., "Annual gas safety inspection certificate from a Gas Safe registered engineer")
  6. Required: Check this box if all properties must have this compliance
  7. Can Be Agency Managed: Check this box if agency staff can manage this compliance on behalf of owners
  8. Click Save

The new compliance type is now available and can be assigned to cottages.

Writing good descriptions

Include specific requirements in the description to help owners upload the correct documents. Mention required certifications, validity periods, or specific details that must be visible in the document.

Required compliance

Marking a type as "Required" means all properties should have this compliance. Use this for legally mandated compliance like gas safety or insurance.

Editing a compliance type

To modify an existing compliance type:

  1. Navigate to Cottages > Compliance > Types
  2. Find the type you want to edit
  3. Click the Edit button for that type
  4. Update any of the fields:
  5. Title
  6. Description
  7. Required setting
  8. Agency management setting
  9. Click Save

Changes take effect immediately for all entries using this type.

Changing required status

Changing a type from required to optional (or vice versa) only affects new cottages going forward. Existing cottage entries are not changed.

Deleting a compliance type

To remove a compliance type:

  1. Navigate to Cottages > Compliance > Types
  2. Find the type you want to delete
  3. Click the Delete button for that type
  4. Confirm the deletion

Deletion is permanent

Deleting a compliance type will permanently delete it and all associated compliance entries across every cottage. This cannot be undone.

When to delete

Only delete types that are genuinely no longer needed. If you're changing requirements, consider editing the existing type instead.

Common compliance types

Here are examples of compliance types you might create:

Type Required Agency Managed Description Example
Gas Safety Certificate Yes Yes Annual gas safety inspection certificate from a Gas Safe registered engineer
Electrical Safety Certificate Yes Yes Five-year electrical installation condition report (EICR) from qualified electrician
Public Liability Insurance Yes No Minimum £5 million public liability insurance certificate
Fire Risk Assessment Yes Yes Fire risk assessment conducted within last 12 months
PAT Testing No Yes Portable appliance testing certificate (recommended annually)
Energy Performance Certificate Yes Yes Valid EPC certificate (10-year validity)
Legionella Risk Assessment Yes Yes Water system risk assessment (reviewed every 2 years)

Field reference

Field Required Description
Title Yes Name of the compliance type. Keep it clear and descriptive (e.g., "Gas Safety Certificate").
Description Yes Detailed explanation of what documents are acceptable. Include validity periods, required certifications, or specific requirements.
Required No Check to make this compliance mandatory for all properties. Use for legal requirements and critical compliance.
Can Be Agency Managed No Check to allow agency staff to manage this compliance on behalf of property owners. Useful for technical inspections or renewals that agency typically handles.

Agency management flexibility

Even if a type allows agency management, it's toggled per entry. Owners can request agency management through the Property Portal, which staff must then approve or reject.