Compliance certificates, insurance and access codes
Keep every safety certificate and insurance policy with its expiry, and be reminded before it lapses. Switch on one setting and a unit whose needed certificates are missing or expired cannot be let.
PLANSFrom Growth
The problem it solves
- A gas safety certificate lapses and a tenant moves in anyway.
- Fire NOCs and insurance policies sit in a cupboard, and renewals are found too late.
- Door codes given to vendors years ago still work.
How it works
- A Lease Manager sets up certificate types once: whether each is for properties or units and how long it is valid. Set whether it is needed to let, and the days to remind before.
- Add each certificate in Lease > Operations > Checks and Upkeep > Compliance > Certificates, or on the unit or property. Enter type, number, issued on, issued by and the file. The expiry fills in from the type.
- Each certificate shows Valid, Expiring Soon or Expired. The property manager is told when one enters its reminder days.
- Turn on Refuse Lets Without Valid Certificates. A lease or stay of a unit missing a needed certificate is stopped at Confirm, naming what is missing.
- Keep insurance policies per property; the property manager is told 30 days before a policy ends.
- Keep door codes per unit in Access Codes, with what for, for whom and until when.
Everything it does
Certificate types
- Name, code, country (empty: any), for Properties or Units, only for some property kinds
- Valid For (months; 0 does not expire), Needed to Let, Remind Before (30 days to start with), what the law asks
- The country packs add common types, such as gas safety, EICR, EPC, smoke alarms and fire NOC
Certificates
- Type, number, property, unit, issued on, expires on, issued by, file, Given to Tenants, note
- Filters Expired and Expiring Soon; group by type or property
- One reminder per expiry date
Insurance
- Policy number, property, kind (Building, Public Liability, Rent Guarantee / Loss of Rent, Landlord Contents, Terrorism, Other)
- Insurer, from, until, sum insured, premium, the policy file
- Lease users read policies; Lease Managers add and change them
Access codes
- Unit, code (six digits made for you), what for (Stay / Tenant, Viewing, Vendor, Cleaning, Other), for whom, rental
- Valid from and until, One Use; Active, Used, Revoked
- Codes past their end turn Used by themselves; Revoke ends one at once
- Codes are keyed into the lock by hand: smart lock connections are not built yet
- A confirmed short stay gets its code by itself (Scale)
Who uses it
Lease ManagerSets certificate types, keeps insurance, turns on the letting block.
Property managerGets the reminders and books the renewals.
Lease userUploads certificates and gives out access codes.
Where you use it
- Web: Lease > Operations > Checks and Upkeep > Compliance > Certificates, Insurance, Access Codes; Lease > Configuration > Upkeep and Checks > Certificate Types
- The Certificates tab of a unit and the Certificates and Insurance tab of a property
- Not on the tenant's web page: certificates marked Given to Tenants are for you to hand over
What you control
Settings
- Refuse Lets Without Valid Certificates: off to start with
- Remind Before: 30 days per type to start with; insurance reminder 30 days, fixed
Notifications
- Certificate Expiring: to the property's manager, by email and in the app
- Insurance Ending: to the property's manager, 30 days before the policy ends, by email and in the app
Questions
What exactly is blocked?
With the setting on, confirming a lease or stay of a unit stops when a needed certificate type has no valid certificate. The message names the missing ones.Do you supply the certificate types for my country?
The country packs add the usual types for the UK, India and Australia. You can add your own for any country.Do access codes reach smart locks?
Not yet. You key the code into the lock by hand. Codes end on their date in SmartMy.Which plan has it?
Growth and above.Related features
PORTFOLIOProperties, blocks, floors and units with keys and access cardsKeep every building down to the unit: blocks, floors, unit type, areas, asking rent, features, keys and access cards. Each unit shows whether it is vacant, reserved, let or under notice, worked out from its leases.LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.COUNTRY PACKSCountry packs: UAE, UK, India, AustraliaPacks for the UAE, the UK, India and Australia load local deposit schemes and certificate types. They add checks such as the RERA rent increase limit, the UK deposit caps and Form C for foreign guests. Every legal point is a draft for your local adviser to confirm.SHORT STAYDoor code per stayA confirmed stay gets its own six-digit door code for its dates. The guest gets it the day before arrival and sees it in the app. It ends with the stay's dates, or when the booking is cancelled.CHECKS, DEPOSITS AND REPAIRSMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.ASSETSFixed assets: register and depreciationYour buildings, lifts, chillers, generators and furniture sit in one register with their cost, depreciation and book value. Each asset can belong to a property and a unit, and the property shows what its assets are worth in the books.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.