Tenancy Setup & Document Collection

A new tenancy record is created in the lettings system and marked as ready for document collection.

The automation creates a unique, branded document collection form with all required fields, file upload slots, and deadline. A secure link is generated and stored.

An automated email is sent to the tenant with the portal link, clear instructions, deadline, and a list of acceptable document types. The email includes a reminder that documents must be submitted within 5 days.

Tenants upload documents directly to the portal. The automation checks file type, size, and presence of all required fields. Incomplete submissions trigger an automatic reminder email to the tenant.

The system checks whether all required documents have been uploaded and are valid. If not, a reminder is sent. If yes, the flow proceeds to verification.

Once all documents are received, the automation creates a tenant folder, names and organises files into subfolders (ID, References, Financial, Agreements), and creates a summary checklist.

The automation reviews ID documents for expiry, checks reference sources against acceptable criteria, and flags any issues for manual review. A compliance report is generated.

Once verification is complete, an automated email is sent to the tenant confirming receipt, and a notification is sent to the landlord and property manager, marking the tenancy as ready to proceed.