Skip to content

Quarterly Property Inspection Cycle

Example prompt: "Every Monday, scan our portfolio Google Sheet for properties due an inspection. Draft the tenant 24-hour notice, schedule the inspector on the calendar, log the report when it returns, and surface any flagged condition items to the property manager in #inspections on Slack."

The Problem

Periodic inspections are the cheapest way to catch the leak in the airing cupboard before it becomes a ceiling collapse, and the most common thing for a small office to fall behind on. The inspection cycle is different for HMOs (every three months by licence condition for many councils — check yours), for new tenancies in their first year (six months), and for settled tenancies (annually), and the date that matters is "twenty-three weeks since the last visit" which nobody is tracking in their head. Inspectors have their own diaries, tenants need twenty-four hours' written notice, and the report itself has to come back to the office and be acted on — a flagged damp patch only matters if it makes it from the inspector's PDF onto the contractor's job list.

How GloriaMundo Solves It

We build a workflow that walks the portfolio every Monday, classifies properties as due, overdue, or not yet due, and only acts on the first two. A code step computes days-since-last-inspection per property and respects the per-property cycle (HMOs differ from settled tenancies). For each property due an inspection, the workflow matches the right regional inspector, finds a 60-minute slot on the inspector's calendar in the next fortnight (skipping weekends and bank holidays), and creates a tentative event without sending the invite — the manager confirms the slot with the tenant before the inspector commits. The tenant 24-hour-notice email is drafted from the office's approved template tab to keep the legal phrasing stable. A separate branch watches the Drive folder where inspectors file PDFs, extracts the flagged items via an LLM step, and drafts the manager-facing follow-ups one per flagged item. The Glass Box preview shows every event and every draft before anything goes out.

Example Workflow Steps

  1. Trigger (integration): Scheduled — Mondays at 8am.
  2. Step 1 (integration): Read Properties and Tenancies; compute days_since_last_inspection per let property.
  3. Step 2 (code): Classify each property into 'Due this month', 'Overdue', or 'Not yet due'; only the first two proceed.
  4. Step 3 (integration): Dedupe on (property_id, inspection_cycle_marker) against the Inspections Schedule tab; allocate an inspection_id only for new cases.
  5. Step 4 (integration): Match the right inspector by region; use Google Calendar to find a 60-minute slot in the next 14 working days (skipping bank holidays).
  6. Step 5 (integration): Create a tentative Calendar event (not sent) and draft the tenant 24-hour-notice email from the Standard Templates tab.
  7. Step 6 (integration): On the returned-reports branch, watch the 'Inspection Reports/Returned/' Drive folder for new PDFs.
  8. Step 7 (llm): Extract the headline condition summary and flagged items list from each returned PDF.
  9. Step 8 (integration): Append an Inspection Reports row and draft one manager-facing follow-up per flagged item; post the morning Slack digest in #inspections.

Integrations Used

  • Gmail — drafts the tenant 24-hour notice and the manager-facing per-flag follow-ups
  • Google Sheets — Properties, Tenancies, Inspectors, Inspections Schedule, Inspection Reports, Standard Templates, UK Bank Holidays
  • Google Drive — the 'Inspection Reports/Returned/' folder the workflow watches for new PDFs
  • Google Calendar — tentatively books the inspector's 60-minute slot
  • Slack — the #inspections channel for the morning digest

Who This Is For

Letting agents managing fifty to a few hundred residential units where periodic inspections are the early-warning system for damp, structural issues, and tenancy-breach conditions, and where the diary discipline of "twenty-three weeks since the last visit" is too easily lost.

Time & Cost Saved

A property manager spends roughly an hour a week on inspection scheduling and chasing — finding the date, drafting the notice, chasing the inspector for the report — across a portfolio of one hundred units. This workflow takes the scheduling and notice-drafting to a five-minute review and routes flagged items into the maintenance queue automatically. The real return is in the inspections that actually happen on the cadence the licence and the landlord agreement require — a missed HMO inspection cycle is a licensing risk that has a real council-side cost.