The same flat, seen by two systems
Every other tool can file the certificate you just issued. Flip the tab and watch the four that were never obtained appear — that is the whole difference, and the four are the ones that carry the penalties.
12 Harbour View, Flat 3
BS1 5AA · let since 4 March 2024
Sample property. The obligations, the bases and the states are the real ones.
Go on — tick something.
What's included
It tracks absence, not just presence
A store of certificates can only list what was uploaded. This starts from what each property is required to hold and shows you the gaps. That is the whole point, and it is why a shared drive never works.
Mark a property as let and the set appears
The statutory set for a rented property in England — gas safety record, EICR, EPC, smoke and CO alarm check — is added automatically. An agent taking on forty properties is not ticking six boxes on each one.
Five states, and one of them is “we do not know”
Expired, not held, due soon, in date — and no expiry recorded, for a certificate on file that nobody dated. That is not compliant, it is unmeasured, and it gets its own colour so it can never be mistaken for a pass.
It tells you what is law and what is not
Every item is badged: required by law, British Standard, guidance, contract, or your own. A fire alarm service interval is BS 5839, not legislation. We do not let anyone quietly promote guidance into law.
Filed the moment the engineer issues it
The certificate goes against the property, the job and the customer in one upload. No re-keying it into a second system a week later, which is where the gaps come from.
Not applicable is a real answer
An all-electric flat does not need a gas safety record. Mark it not applicable with a reason and it leaves the board. The reason stays on file, because “why is that not tracked?” is a question you will be asked.
Compliance Tracking — your questions
How often does a rented property need an EICR?
In England, at intervals of no more than five years — and sooner if the report itself specifies a shorter interval, which is the limb most people miss. A property whose EICR says re-inspect in three years is non-compliant at year four even though five years have not passed. Scotland and Wales have separate regimes with different deadlines, so do not assume a UK-wide rule.
How often does a legionella risk assessment need redoing?
There is no statutory interval. The HSE states plainly that the law “does not prescribe that the risk assessment be reviewed on an annual or biennial basis”, and that health and safety law does not require a ‘legionella test certificate’ at all. If a supplier’s renewal letter implies a two-year legal requirement, that is their policy rather than the law. We record it as guidance with no interval, because inventing one would be selling fear.
Is PAT testing a legal requirement?
Not in England or Wales, and not annually. The Electricity at Work Regulations 1989 require equipment to be maintained in a safe condition; how often you check is risk-based. Scotland is different — in-service inspection and testing of landlord-supplied appliances is required under the Repairing Standard. We do not put a number on it where the law does not.
What happens if a certificate lapses?
For a rented property in England, a council can impose a financial penalty of up to £40,000 for an electrical breach. Gas offences are prosecuted under health and safety law and fines are unlimited, so we will not quote you a figure — the ones you will see repeated online are from a scale that stopped applying in 2015.
Does this make me compliant?
No, and be wary of anything that says it does. Software tracks documents. The legal duty stays with the landlord, and with you for the work you certify. What this gives you is visibility and evidence — you can show what was held, when, and what was chased.