An option. Documents belongs to letting management, which an organisation switches on under Settings, Organisation. Without it these pages are not there at all. The door phone underneath does not depend on it.
Documents for renters
A landlord in England has to give a tenant certain documents, and it helps to keep them where the tenant can find them. Documents stores each file against a property or the whole building, labels it from the checklist, tracks expiry, and makes it downloadable in the resident portal.
The checklist
Every upload is labelled with one of these kinds. "Required" drives the coverage table; the notes are Doorcom's summary of the usual rule, not legal advice.
| Kind | Required | For | Expiry suggested |
|---|---|---|---|
| Tenancy agreement | yes | one property | none |
| How to Rent guide | yes | property or building | none |
| Energy Performance Certificate (EPC) | yes | property or building | 120 months |
| Gas Safety Certificate (CP12) | yes | one property | 12 months |
| Electrical Installation Condition Report (EICR) | yes | property or building | 60 months |
| Deposit protection certificate and prescribed information | yes | one property | none |
| Inventory and check-in report | no | one property | none |
| Fire safety information | no | building | none |
| Legionella risk assessment | no | property or building | 24 months |
| Buildings insurance summary | no | building | 12 months |
| Other document | no | property or building | none |
Uploading
On Documents, choose what the document is, which property it is for (or Whole building), the file (PDF, JPEG or PNG, up to 20 MB), the issued date and, optionally, the expiry date. When the expiry is left blank and the kind has a typical validity, it is worked out from the issued date. A title (shown to the resident) and notes are optional. A kind that belongs to one property will not save without a property; a building-only kind ignores the property.
The residents of the property are told a new document is there, by Telegram, email or text. For a building-wide document, tick tell every resident it is there to notify the whole building. The upload is noted in the log.
Coverage
The coverage table lists every property against the required kinds. Each cell is one of: ok (with the expiry date when there is one), expiring (within 60 days), expired, or missing. A building-wide document counts for every property. The page head shows how many cells are missing or expired. Click a property to see its documents with the building-wide ones.
The same gaps are counted on the dashboard as properties rather than cells, so a property with three papers missing shows as one thing to sort; see What the dashboard tells you.
Listing, downloading, deleting
The documents table shows every file with its kind, scope, dates, size, who uploaded it and when. Download from the panel at /documents/{id}/download; delete with the button on the row (logged). Files are stored inside the database, so they are part of the backup.
In the portal
A resident's Documents tab (/r/<slug>/documents) lists the property's own documents and the building-wide ones with their labels, scope, dates and validity, and downloads them at /r/<slug>/documents/{id}. A resident can only ever download their own property's documents and the building-wide ones.
