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In one minute

The Compliance module automates gas safety certificate (CP12) renewals. Felicity monitors expiry dates via your PMS, coordinates between your team, contractors, and tenants to schedule inspections, collects certificates after the visit, and delivers them to your team for review. Your team assigns contractors and reviews certificates - Felicity handles all the communication in between.

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How it works

1

Expiry detection

LightWork scans your PMS monthly and flags gas safety certificates expiring within the next two months. Upcoming renewals appear on your Renewals dashboard.
2

Contractor assignment

Your team receives a batched email listing upcoming renewals, grouped by suggested contractor (based on who handled the property last year). You review the list in LightWork, adjust contractor assignments if needed, and confirm. Landlord approval is handled by your team before confirming.
3

Contractor outreach

Felicity sends one message per contractor listing all their assigned properties and asking for available dates. Messages go out on both email and WhatsApp simultaneously. The first channel the contractor responds on becomes their channel for the rest of the process.
4

Tenant coordination

Once the contractor provides dates, Felicity contacts each tenant individually on email and WhatsApp. She states the date, notes the visit is a legal requirement, and asks for access confirmation and parking details. For properties using a collect-keys access arrangement, Felicity confirms the visit date directly with the tenant rather than waiting for them to arrange access.
5

Confirmations and reminders

Felicity sends booking confirmations to the contractor (batched), each tenant, and your team. On the day of the visit, reminders go out at 8am.
6

Certificate collection

After the visit, Felicity messages the contractor asking for the certificate (PDF). Once received, she forwards it to your team as a batch for review.
7

Review and completion

Your team reviews the certificate, uploads it to your PMS, and distributes it to the tenant. Once confirmed in LightWork, the renewal is marked as complete.

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Renewals dashboard

The Renewals tab gives you a table view of all certificates across your portfolio. You can filter by:
  • All - every renewal record.
  • Needs action - renewals awaiting your input (contractor assignment, certificate review).
  • In progress - renewals where Felicity is coordinating with contractors or tenants.
  • Completed - finished renewals.
From the renewals table, you can assign contractors in bulk using the batch assignment bar, upload certificates, and confirm completions. Workflow batches are labelled by default as [Month Year] — [Contractor Name] and can be renamed from the inbox.

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Inbox

The Inbox tab shows Felicity’s conversations with contractors and tenants, using the same three-panel layout as Resident Desk and Maintenance (conversation list, message thread, and detail sidebar). The detail sidebar shows:
  • Contractor contact - name, company, email, and phone.
  • Renewal details - certificate type, expiry date, status, visit date, access arrangement, and parking notes.
  • Certificates - view and download collected certificates in an expandable panel showing all linked documents.
  • Property details - the property and unit associated with the renewal.
  • Internal notes - for your team’s use.

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Chasing and escalation

Felicity chases contractors and tenants daily if they have not responded, up to a maximum of three attempts. After three unanswered chases, she escalates to your team. Other escalation triggers:
  • A tenant rejects the proposed date.
  • Access arrangements cannot be confirmed.
  • The contractor does not provide a certificate after the visit.
  • Any situation Felicity cannot resolve automatically.
When tenants reject or do not reply, a review panel appears in the inbox. You can choose which tenants to drop from the batch and proceed with the remaining properties.

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Certificate types

The Compliance module supports automated renewals for Gas Safety (CP12), EICR, EPC, and Legionella certificates. Workflows reference the correct certificate type dynamically, so the module behaves consistently across all renewal types.

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Getting started

The Compliance module activates automatically when your PMS integration is connected and gas safety certificate data is synced. Felicity will begin flagging upcoming renewals based on expiry dates in your PMS. Speak to your account manager if you do not see compliance data appearing.