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Compliance Certificate Tracker

Example prompt: "Every Monday at 8am, read the 'Properties' tab in my Google Sheet — each row has a property address, landlord email, tenant email, and three expiry dates: gas_safety_expiry, eicr_expiry, epc_expiry. For each property, work out which certificates are approaching expiry — within 60 days for Gas Safety and EICR, and within 90 days for EPC. If a Gas Safety certificate expires in 30 days or less, draft an email to our regular Gas Safe engineer asking to book a visit, copy the landlord, and create a task in Asana with the property and the date due. Apply the same 30-day rule to EICR — email our regular electrician instead. If an EPC expires in the next 90 days, just email the landlord with a heads-up; we don't auto-book those. For anything expiring in under 14 days that still has no booking logged, post a red alert to the #compliance Slack channel. Log every action in a 'Compliance Log' tab."

The Problem

A managed lettings portfolio carries three rolling safety obligations per property: Gas Safety every 12 months, EICR every 5 years, and EPC every 10 years. Miss any of them and we're letting an unsafe or non-compliant property, which is a fine for the landlord and a serious problem for us. The dates sit in a spreadsheet that nobody opens on a quiet Tuesday, so we end up renewing in a panic the week before, or — worse — the week after.

How GloriaMundo Solves It

We build a weekly compliance workflow that turns the spreadsheet into action. An integration step reads the 'Properties' tab from Google Sheets. A code step compares each expiry date to today and assigns one of four states per certificate, using a different heads-up window per type: ok, heads-up (within 90 days for EPC, within 60 days for Gas Safety and EICR), book-now (30 days or fewer for Gas Safety and EICR), or red-alert (under 14 days with no booking logged). A conditional step branches by certificate and state. For Gas Safety and EICR book-now rows, an LLM step drafts a short booking email to the relevant contractor with the property address and the date the current certificate expires, an integration step sends it via Gmail and copies the landlord, and a second integration step creates a task in Asana so the booking is tracked through to completion. For EPC heads-ups, the LLM drafts a landlord-only note. For red alerts, an integration step posts to the #compliance Slack channel. Every action is appended to a 'Compliance Log' tab so we can show the audit trail at any moment. Glass Box preview shows the entire batch before anything sends.

Example Workflow Steps

  1. Trigger (schedule): Runs every Monday at 8am.
  2. Step 1 (integration): Read the 'Properties' tab from Google Sheets.
  3. Step 2 (code): For each property, compute days-until-expiry for Gas Safety, EICR, and EPC and assign a state per certificate.
  4. Step 3 (conditional): Branch by certificate type and state.
  5. Step 4 (llm): Draft booking emails to the gas engineer or electrician for book-now rows, naming the property and current expiry date.
  6. Step 5 (integration): Send contractor booking emails via Gmail, copying the landlord.
  7. Step 6 (integration): Create an Asana task for each booking so it's tracked to completion.
  8. Step 7 (llm): Draft a landlord heads-up email for EPC certificates approaching renewal.
  9. Step 8 (integration): Post a red alert to the #compliance Slack channel for anything inside 14 days with no booking.
  10. Step 9 (integration): Append every action to a 'Compliance Log' tab with property, certificate type, state, and date.

Integrations Used

  • Google Sheets — holds the property register with all three expiry dates and the compliance log
  • Gmail — sends booking requests to contractors and heads-up emails to landlords
  • Asana — creates a task per booking so the renewal is tracked through to a fresh certificate
  • Slack — posts red alerts for certificates approaching the 14-day line without a booking

Who This Is For

Lettings agents and property managers carrying 20+ managed units who need every safety certificate renewed before it lapses, without relying on someone remembering to check a spreadsheet.

Time & Cost Saved

Manually reviewing a 40-property compliance register, emailing contractors and landlords for each upcoming renewal, and creating booking tasks takes around two hours a week — and that's only if someone actually does it. The harder cost is the certificate that quietly lapses: the fine, the apologetic call to the landlord, and the gap in the audit trail when a tenant complaint surfaces. This workflow makes the review automatic and the audit trail self-maintaining.