Skip to content

Scheduling Compliance Actions

Scheduled actions are reminders for future compliance-related tasks. Use them to track upcoming renewals, follow up on pending items, or plan proactive compliance management.

What you can do

  • Schedule actions - Record planned compliance work with a due date
  • View scheduled actions - See upcoming actions on an entry's management page

What are scheduled actions?

Scheduled actions are date-based records of planned compliance work. Use them to log that something has been arranged for a specific date, such as:

  • An engineer visit booked for an inspection
  • A scheduled meter reading or equipment installation
  • A document collection visit arranged with the owner

They appear in:

  • The entry management page header (pending actions with due dates in the future)
  • The activity timeline alongside notes and submission logs

Scheduled actions are not reminders

Scheduled actions do not send emails or notifications when the due date arrives. They are a record of planned work on the entry's timeline, not a reminder system.

Accessing the schedule action page

To create a scheduled action:

  1. Navigate to the compliance entry management page
  2. In the right sidebar (Activity & Notes), click the + (plus) button
  3. Select Add Scheduled Action from the dropdown menu
  4. You'll navigate to the schedule action page

Alternatively:

  1. On the entry management page, note the entry ID
  2. Navigate directly to /compliance/entry/{EntryId}/schedule-action

Creating a scheduled action

The schedule action page is a two-step wizard.

Step 1: Select a due date

  1. Review the context information:
    • Cottage name - Which property this action is for
    • Compliance type - Which compliance requirement
  2. View the cottage availability panel, which shows existing bookings for the cottage over the next 12 months as blocked date ranges
  3. Select a Due Date:
    • Must be between today and 12 months from now
    • If the selected date overlaps with an existing booking, a warning is shown indicating whether it is an owner booking or a customer booking — you can still proceed, but this helps you avoid scheduling site visits on occupied dates
    • If the date has no booking conflicts, a confirmation message is shown
  4. Click Next to proceed

Step 2: Enter action details

  1. A summary of your selected date and availability status is shown
  2. Enter the Action Note (required, up to 2,000 characters):
    • Describe what needs to be done (e.g., "Follow up on gas certificate renewal", "Check if owner has uploaded corrected document")
    • Be specific so you remember the context when the due date arrives
  3. Click Schedule Action

The action is created and you are returned to the entry management page.

Specific action notes

Write action notes as if you're talking to your future self: "Call owner to confirm gas engineer visit for renewal" is better than "Gas cert renewal."

Entry status side effect

When you add a scheduled action to an entry, the entry status is automatically set to In Progress, even if the entry was previously Compliant. This reflects that work is being actively planned for the entry.

Understanding cottage availability

The availability panel automatically shows bookings for the entry's cottage. You don't need to select a cottage — it is determined by the compliance entry.

Blocked date ranges are displayed within a rolling 30-day window, showing periods where the cottage has existing bookings. This helps you schedule actions that require site access (inspections, meter readings, equipment installations) on dates when the cottage is free.

Availability is informational only

Booking conflicts do not prevent you from scheduling an action. The availability display is a planning aid, not a hard constraint.

Viewing scheduled actions

Scheduled actions appear in two places on the entry management page:

In the entry header

Pending scheduled actions (due date today or in the future) appear in the entry management page header:

  • Shows the count of pending actions
  • Displays due dates as badges

In the activity timeline

All scheduled actions appear in the activity timeline sidebar:

  • Shows due date, action note, and the author who created the action
  • Listed chronologically with other activity (submissions, notes)
  • Ordered by creation date

Common use cases for scheduled actions

Schedule inspections

When an inspection or site visit is required:

  1. Create a scheduled action
  2. Review the cottage availability to find a date with no bookings
  3. Choose an available date for the inspection
  4. Action note: "Arrange gas safety inspection with Gas Safe engineer"
  5. Coordinate the inspection for that date

Record planned compliance work

When you have arranged a specific date for compliance work (e.g., an engineer visit, a document collection appointment):

  1. Create a scheduled action with the agreed date
  2. Action note: "Gas Safe engineer booked for annual inspection"
  3. The action serves as a record on the entry's timeline that work is planned

Best practices

Scheduling timing

  • Schedule inspection actions on dates when the cottage has no bookings
  • Use the due date to represent when the work is actually happening, not as a reminder to check back

Action note clarity

  • Use specific language: "Gas Safe engineer booked for annual inspection" not "Gas cert"
  • Include relevant details: "Engineer visit confirmed with ABC Gas Services"
  • Write notes that make sense when you read them later

Cottage availability

  • Review availability when scheduling actions that require site access
  • Choose dates with no bookings to avoid conflicts with guests

After creating a scheduled action

After scheduling an action:

  • It appears in the entry header as a pending action badge
  • It shows in the activity timeline
  • The entry's status changes to In Progress, even if it was previously Compliant

When the due date arrives:

  • The scheduled action remains visible on the entry — there are no automatic reminders or notifications when an action is due

Integrate with your calendar

Scheduled actions do not trigger notifications. If you need to be reminded on the due date, add the action to your personal calendar or team task system.

Example workflows

Scheduling an inspection

  1. Identify need: Entry requires a gas safety inspection
  2. Schedule action: Open the schedule action page, review cottage availability, choose a free date
  3. Action note: "Gas Safe engineer visit booked with ABC Gas Services"
  4. Coordinate: Arrange the inspection with the engineer for the selected date
  5. After inspection: Owner uploads the new certificate, you review and accept