Using the Compliance Hub
The Compliance page keeps property certificates and related records together. It helps you see what is valid, what needs attention and which uploaded details still need a person to check them.
Lettie can suggest details from an uploaded document, but it does not replace reading the source or taking professional advice. Reminders only start after the suggested details have been confirmed.
Landlord and agency access
Direct landlord
You see compliance records for properties owned by your account. You can upload, review, update and replace those records. There are no agency roles or branch settings.
Agency
Role | Records visible | Changes allowed |
|---|---|---|
Owner | All branches and unassigned properties | Upload, review, edit and replace; change organisation reminder settings |
Admin | All branches and unassigned properties | Upload, review, edit and replace; change organisation reminder settings |
Member | Assigned or managed branches, plus unassigned properties | Upload, review, edit and replace within that scope |
Viewer | Assigned or managed branches, plus unassigned properties | View and download only |
If an agency has branches and a Member or Viewer has none assigned, they only see records for unassigned properties. The page shows Read-only access for an agency Viewer.
Understanding document statuses
Status | Meaning |
|---|---|
Valid | The confirmed expiry date is not yet within the warning period |
Expiring Soon | The confirmed expiry date is approaching |
Expired | The confirmed expiry date has passed |
Missing | A required record has no document on file |
Under Review | The file is stored, but its suggested details have not yet been confirmed |
Replaced | A newer document has replaced this record |
Under Review shows as Processing in the urgency column. It does not mean the details are verified. Replaced records are kept for history but hidden from the normal list.
Statuses depend on the record in Lettie, including its confirmed expiry date. They are not a legal opinion that a property is compliant.
Find a record
- Open Compliance from the main navigation.
- Use Search documents, properties, providers... to search the title, property, address, reference, provider or document type.
- Use the status filter:
- All statuses
- Action required for expired, missing and expiring-soon records
- Expired & missing
- Valid
- Use All types to choose a document category.
Available types include Gas Safety, EPC, EICR, Legionella, Fire Safety, HMO Licence, Portable Appliance Test, Landlord Registration, Property Licence, Fitness Certificate, Alarm Record, Insurance, Tenancy Agreement, Deposit and Other.
Records are ordered by expiry so the most urgent items are easier to find.
List view and property view
Use the view control to switch between List view and Group by property.
List view shows Document, Property, Status, Expiry and Provider.
Group by property collects records beneath each property and shows the number currently valid out of the total shown. This is a quick organising aid, not a compliance score or certification.
Select a row to open its side panel. From there you can review the details, reminders, activity and source document. See Reviewing documents and reminders for the full process.
Documents to review
Imported files can appear in Documents to review before they become compliance records.
Direct landlord, agency Owner, Admin or Member
- Check the file name and any address found in it.
- Choose the correct property under Choose property. A Lettie suggestion and confidence percentage are only a suggestion.
- Choose Confirm and add.
The file then moves into Compliance as Under Review, where its document details must still be checked and confirmed. Use the remove button only when the imported file should be discarded.
Agency Viewer
A Viewer can see the Suggested property, but the file remains waiting for a manager to confirm their property. The Viewer cannot add or discard it.
If current status cannot be loaded
The page may show Current document status is unavailable and Retry status.
If previously loaded records remain visible, they may now be out of date. If no records are shown, that is not confirmation that no documents exist. Lettie deliberately does not mark documents as missing merely because a refresh failed.
Use Retry status and avoid making a compliance decision from a failed or stale view.
Upload a document
Owners, Admins, Members and direct landlords can choose Upload document when an accessible property is available. Viewers cannot upload.
The upload is stored securely, then Lettie may suggest its type, dates, reference and provider. A file stays Under Review and reminders stay off until an authorised person confirms it. Continue with Reviewing documents and reminders.
What the hub does not do
The Compliance Hub does not guarantee that:
- a document is genuine, complete or legally sufficient;
- every date or property was read correctly;
- a missing record means no document exists elsewhere;
- an email or WhatsApp reminder was delivered;
- a valid-looking date means all statutory duties have been met.
Keep the original source, check the suggested record against it and follow the relevant legal or professional guidance.