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Compliance

Add a compliance record

Create a property compliance record, enter the relevant dates, upload supporting evidence and review the resulting status.

Around 6 minutes Property compliance Supporting documents

A compliance record connects a certificate, inspection, licence or other safety record to a specific property. Estavo uses the information you enter to organise the record and display its current status.

Preparation

Before you add the record

Correct property

Confirm the property exists and select the correct address.

Compliance type

Identify the certificate, inspection, licence or other record being added.

Relevant dates

Have the issue, inspection and expiry dates available where applicable.

Supporting evidence

Prepare the certificate, report or confirmation for upload.

Check for an existing record first

Search the property’s compliance section before creating a new record. Duplicate records can produce conflicting statuses and expiry dates.

Navigation

Open the Compliance section

1

Open Compliance

Select Compliance from the main Estavo navigation.

2

Select Add Compliance Record

Open the form used to create a new compliance record.

Property connection

Select the correct property

Search for the property address and confirm you have selected the correct record before continuing.

  • Check the full property address.
  • Confirm the property is active.
  • Review any existing compliance records.
  • Check whether the same certificate has already been added.
  • Confirm the record belongs to the property rather than a tenant or tenancy.
Record classification

Choose the compliance type

Gas safety Gas inspection and safety certificate information.
Electrical safety Electrical inspection reports and related evidence.
Energy performance EPC rating, certificate and expiry information.
Fire or alarm record Relevant alarm checks, inspections or safety reports.
Property licence Licence reference, dates and supporting documents.
Other compliance Additional inspections or records relevant to the property.
Choose the most specific record type

Selecting the correct type makes the compliance status easier to understand and improves filtering and reporting.

Record information

Enter the compliance details

Record title Use a clear and identifiable title.
Reference number Add the certificate, inspection or licence reference.
Provider or contractor Record the organisation or person who issued the document.
Compliance status Draft, valid, pending, expired or another available status.
Rating or result Add the relevant rating, outcome or inspection result where applicable.
Internal notes Add relevant information not contained in the standard fields.
Certificate dates

Add the issue and expiry dates

Inspection date The date the inspection or assessment took place.
Issue date The date shown on the certificate or report.
Valid from The date the record became effective where applicable.
Expiry date The date the certificate or licence expires.
Renewal date The planned renewal or follow-up date where relevant.
No expiry date Use only where the document genuinely has no expiry.
Check the expiry date carefully

Estavo may use this date to determine whether the record is valid, expiring or expired. An incorrect date can create misleading reminders and status information.

Supporting evidence

Upload the certificate or report

1

Select Upload Document

Open the document uploader within the compliance record.

2

Select the correct file

Upload the certificate, inspection report, licence or other supporting evidence.

3

Enter a clear document title

Use a title that identifies the document and property.

4

Review visibility

Confirm whether the document is internal or should be shared with a tenant.

5

Save the document

Confirm the file is attached to the correct compliance record.

Final review

Save and review the compliance status

  • Confirm the correct property is selected.
  • Review the compliance type.
  • Check the reference number.
  • Confirm the issue and expiry dates.
  • Check the certificate has uploaded successfully.
  • Review whether the resulting status is correct.
  • Confirm any reminder or diary date.
  • Check whether the document should be shared.
The record should now appear against the property

Review the property compliance section and confirm the new record appears with the correct status and expiry information.

Updating information

Edit an existing compliance record

1

Open the property compliance section

Find the relevant record using the property, type or expiry status.

2

Select Edit

Open the record details and review the existing information.

3

Update the required fields

Correct the title, dates, reference, provider or other relevant information.

4

Save and verify the status

Confirm the updated record now displays the correct compliance status.

Do not overwrite a previous certificate when renewing

Where a new certificate replaces an expired one, retain the previous record and create or link the renewal so the historical evidence remains available.

Troubleshooting

Common compliance record problems

The property is missing

Confirm the property has been created and is not archived.

The status shows expired

Check the expiry date and confirm it was entered correctly.

The certificate will not upload

Check the file type, file size and internet connection, then try again.

The same record appears twice

Review both records and archive or remove only the incorrect duplicate.

No reminder appears

Confirm an expiry or renewal date has been entered and the relevant reminder setting is enabled.

The document is visible to a tenant

Review the document-sharing settings and remove tenant visibility where it was enabled incorrectly.

The compliance record is saved

The next guide explains how to upload, replace and manage the certificate or supporting document connected to a compliance record.

Continue to upload a certificate