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Reviewing Compliance Submissions

Reviewing compliance submissions is a key quality control step to ensure uploaded documents meet requirements before marking entries as compliant. This page explains how to review, accept, and reject submissions.

What you can do

  • Review uploaded documents - Examine files submitted by owners or agency
  • Accept submissions - Mark acceptable documents as accepted
  • Reject submissions - Mark unacceptable documents as rejected
  • Adjust expiry dates - Set or modify document expiry dates
  • Add notes - Document your review decisions in the activity timeline

Accessing submissions for review

There are several ways to find submissions needing review:

From the cottage compliance overview

  1. Navigate to Cottages > Compliance
  2. Click the For Review summary card to filter cottages with pending submissions
  3. Click on a cottage
  4. Click on an entry with Awaiting Review status

From the all entries list

  1. Navigate to Compliance > Entries
  2. Click the Awaiting Review summary card to filter entries needing review
  3. Click on an entry

From a compliance entry page

  1. Navigate to a specific entry (any route)
  2. If the active submission shows Awaiting Review status, it needs review

Understanding the review interface

On the entry management page:

  • Left panel (main): Shows all submissions
  • Active Submission: The most recent submission, typically needing review
  • Submission History: Previous submissions (for reference)
  • Right panel (sidebar): Shows activity timeline, notes, and scheduled actions

When a submission has Awaiting Review status, each file shows a Review link. For already-reviewed submissions, files show a View link instead. Clicking a file opens the review modal.

Reviewing a submission

To review a submission:

  1. On the entry management page, find the submission in the Active Submission section
  2. Click on a file to open the review modal
  3. The review modal displays:
  4. The document in a full viewer so you can examine it
  5. The ability to switch between files if the submission contains multiple documents
  6. Accept and Reject buttons at the bottom
  7. Review the document and click Accept or Reject

Accepting

Clicking Accept immediately marks the submission as accepted. The entry status changes to Compliant (if the expiry date is in the future).

Rejecting

Clicking Reject immediately marks the submission as rejected. The entry status changes to Rejected.

Document rejection reasons

After rejecting a submission, use the + button in the Activity & Notes sidebar header to add a note explaining why. This helps the owner understand what to correct when they upload a new document.

Adjusting expiry dates

Expiry dates can be adjusted at any time (not just during upload):

  1. On the entry management page, find the active submission
  2. Click the settings cog icon on the submission card
  3. Select Adjust Expiry Date
  4. In the modal:
  5. Enter the new expiry date
  6. Click Save

The expiry date is updated and affects the entry status:

  • If the date is in the future and submission is accepted: Entry status is Compliant
  • If the date is in the past and submission is accepted: Entry status is Expired

When to adjust expiry

Adjust expiry dates if you discover the document has a different validity period than initially set.

Using the activity timeline during review

The right sidebar shows the activity timeline with:

  • Submission logs: When documents were uploaded, accepted, or rejected
  • Notes: Staff comments about the entry
  • Scheduled actions: Future follow-ups

Review this history to understand:

  • How many times submissions were rejected
  • Staff notes about previous decisions
  • Communication with the owner

Add notes during review

Use the + button in the Activity & Notes sidebar header to document your review decision, especially for complex cases. For example: "Accepted - certificate shows Gas Safe registration #123456, valid until June 2026."

Review workflows

Standard review workflow

  1. Access entry - Navigate to entry with Awaiting Review status
  2. Click a file - Opens the review modal with the document viewer
  3. Verify compliance - Check document meets requirements
  4. Accept or Reject - Click the appropriate button

Rejection workflow

  1. Access entry - Navigate to entry with Awaiting Review status
  2. Click a file - Review the document in the modal
  3. Reject - Click Reject
  4. Add a note - Use the + button in the Activity & Notes sidebar to document the rejection reason

Bulk review workflow

If you have many submissions to review:

  1. Navigate to Compliance > Entries
  2. Click Awaiting Review to filter
  3. Open each entry in a new tab
  4. Review and accept/reject each submission
  5. Close tabs as you complete reviews

After reviewing

After you accept or reject a submission:

  • The entry status updates immediately
  • The owner sees the status change in the Property Portal
  • The cottage's overall compliance status may change
  • The submission appears in the activity timeline

If accepted

  • Entry status becomes Compliant (if within expiry)
  • Owner can see the accepted submission

If rejected

  • Entry status becomes Rejected
  • Owner can upload a new submission
  • Previous submission moves to Submission History