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Compliance Certificate Renewal Tracker

Example prompt: "Every Monday at 8am, scan our property compliance Google Sheet for any gas safety, EICR, EPC, PAT, legionella, or fire-alarm certificate expiring in the next 60 days. Draft an instruction email to the right engineer, chase at 30 days, and post anything inside 14 days as a red alert in #compliance on Slack."

The Problem

A residential portfolio carries half a dozen statutory certificate cycles per property and a few more per HMO — Gas Safety annual, EICR five-yearly, EPC ten-yearly, PAT, Legionella risk, fire alarm, emergency lighting, fire risk assessment. The cost of forgetting one is asymmetric: an expired Gas Safety Record can invalidate a section 21, an expired EICR can void the property's insurance, and a tenant who finds out the certificate is out of date can quote it back to the council. The reminders live in a spreadsheet that nobody opens on a quiet week, and on a busy week the property manager is firefighting maintenance and the certificate that expired on Tuesday is found on Friday afternoon.

How GloriaMundo Solves It

We build a Monday-morning workflow that opens the portfolio's certificate sheet, finds every certificate expiring inside the next sixty days, and classifies each into three bands by days-until-expiry. The thirty-to-sixty-day band gets a Gmail draft to the engineer with the property, the access notes pulled from the tenancies sheet, and the current expiry date — drafted, not sent, because the access wording is the bit the property manager needs to vouch for. The fourteen-to-thirty-day band gets a polite chase to whichever engineer was already instructed, throttled so the same engineer never gets two chases in one week. Anything inside fourteen days goes to the property manager as a flagged escalation with the legal exposure stated plainly and a recommendation for the next action. A single morning Slack post in #compliance gives the manager the week's full picture in one place — what was drafted, what was chased, what was escalated — so the morning is twenty minutes of review rather than two hours of sheet-scanning.

Example Workflow Steps

  1. Trigger (integration): A schedule fires every Monday at 8am.
  2. Step 1 (integration): Read the 'Properties' tab and the 'Certificates' tab.
  3. Step 2 (code): For each Certificates row whose expires_at is inside 60 days and whose status is not already in-progress, classify by days_until_expiry into 'Schedule now', 'Chase', or 'Escalate'.
  4. Step 3 (integration): Look up the assigned engineer (or default engineer) and the tenancy access notes for each affected property.
  5. Step 4 (conditional): For 'Schedule now' rows, draft the engineer instruction email in Gmail and set last_drafted_at = today on the Certificates row; do NOT flip status to 'Instructed' — the manager flips it manually only after they have sent the draft, so an unsent draft cannot drop the row out of next Monday's re-scan.
  6. Step 5 (conditional): For 'Chase' rows where last_chased_at is null or more than seven days ago, draft a polite chase in Gmail — to the engineer if status = 'Instructed' (the original instruction was sent), or a fresh instruction plus a property-manager flag if status = 'In date' (the original draft was never sent).
  7. Step 6 (conditional): For 'Escalate' rows, dedupe on (week_start_date, property_id, cert_type) against the 'Compliance Escalations' tab — if a row already exists for this Monday, update its draft_email_link instead of duplicating; otherwise draft a Gmail to the assigned property manager with the legal exposure stated plainly and log a new entry.
  8. Step 7 (integration): Post a single consolidated morning message in #compliance on Slack with the three-band summary, the per-engineer breakdown, and the full escalation list.
  9. Step 8 (integration): Update the 'Compliance Dashboard' tab with this week's per-cert-type counts so the snapshot view is up to date.

Integrations Used

  • Gmail — every engineer instruction, chase, and property-manager escalation is a draft in Gmail
  • Google Sheets — Properties, Certificates, Tenancies, Default Engineers, Emergency Engineers, Certificate Engineer Replies, Compliance Escalations, and Compliance Dashboard tabs
  • Google Calendar — optional: once an engineer confirms a booking date, the property manager (or a follow-on workflow) writes the booking as a calendar entry against the property's diary
  • Slack — the #compliance channel where the Monday morning digest lands

Who This Is For

Letting agents and managing agents responsible for the statutory compliance file of a residential portfolio, where the cost of an expired certificate is measured in lost section 21 notices, voided insurance, or council enforcement rather than in the engineer's invoice.

Time & Cost Saved

The Monday morning compliance check, done by hand, is ninety minutes to two hours of opening the sheet, filtering on expires_at, looking up the engineer for each row, writing the same kind of email half a dozen times, and remembering to log it. This workflow turns it into a twenty-minute review of the draft batch and the morning Slack digest. The bigger gain is the certificate that does not expire in the first place — one missed Gas Safety on a let property is the cost of a year's subscription many times over.