Compliance for managing agents

What's the same as a self-managing landlord

Status colours, deadline computation, renewal periods, file requirements — all unchanged. See the self-managing landlord version for the underlying rules. Three quick reminders:

• Status colours — Red (overdue), Amber (within 30 days), Green (compliant), Grey (not started).
• Renewal periods — Gas 12 months, EICR 5 years, EPC 10 years, PAT 12 months, Fire Risk 12 months, Legionella 2 years.
• Computed at render time — status isn't stored; it's derived from "is there a document?" + "is the deadline (in Europe/London) past?".

What's different for managing agents

Cross-landlord aggregation

Your /compliance dashboard aggregates every property of every landlord on your books. The 5 summary cards count across the whole portfolio. Useful for "where's our biggest compliance debt?" but less useful for "what does Landlord X owe me this week?"

Filter by landlord

The Properties page shows an Owner column. Filtering or sorting by Owner lets you focus on one landlord's compliance items. Open any property and the Compliance tab gives you property-scoped view.

Different obligation sets per landlord

Compliance obligations are seeded per property, not per landlord. So:

• A landlord with all Private properties gets Gas + EICR + EPC + Right to Rent mandatory; other obligations optional.
• A landlord with Social properties gets the full set including Fire Risk Assessment + Legionella + Damp & Mould mandatory.
• A landlord with a mix gets a mix — each property carries its own obligations.

See Property usage types explained for the matrix.

Org-admin vs PM scope

• Org-admin sees compliance across every landlord in your firm.
• PM sees only landlords they themselves invited (RLS).

Who gets the reminders?

By default, both the operator team (org-admin and assigned PM) and the landlord. The landlord receives them on their dashboard's Upcoming Deadlines + via their preferred channel. PropFlow doesn't expect you to manually nag landlords — the system does it.

Upload and replace

The certificate upload and replace flows are identical to the landlord articles:

• Upload your first compliance certificate — file requirements, validation, auto-extracted dates.
• Replace an expiring certificate — what happens to the old certificate (archived, not deleted).

Common gotchas

• The portfolio Overdue count is high because of one landlord. Filter the Properties page by that landlord's name — usually surfaces a systemic issue (e.g. their portfolio was migrated in but never had certificates uploaded).
• Different landlords have different Mandatory vs Optional obligations. Expected — the seeding is per-property, driven by usage type. Don't try to normalise; trust the seeding.
• A landlord's property is missing compliance obligations entirely. Bulk-import sometimes leaves a property without a usage type set, which prevents seeding. Edit the property and set property_usage; refresh the page.

Next steps

• Upload your first compliance certificate
• Replace an expiring certificate