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How do I add and manage certificates on a property in agentOS?

Certificates are added and managed from the Certificates section in the left-hand ladder of a property record. agentOS will automatically generate reminder letters and email notifications ahead of expiry dates to help you stay compliant.

eeping certificates up to date is essential for compliance. agentOS allows you to record all property certificates centrally, track expiry dates, and receive automated reminders before they fall due.

Important: A valid Gas Safety Certificate must be recorded on the system before you can sign a tenancy for that property.

Viewing certificates on a property

  1. Search for the property by address using the search bar, or navigate to it directly.
  2. Open the property record.
  3. In the left-hand ladder, click Certificates.

All certificates recorded against the property will be listed here, including any that have been retired.

Adding a certificate

  1. From the Certificates section on the property record, click Add Certificate in the top right corner.
  2. Select the Type of certificate from the dropdown.
  3. Enter the Due At (expiry) date.
  4. Click Add Certificate to save.

Once the certificate has been created, you can attach a copy of the physical certificate by uploading it to the Saved Documents section in the left-hand ladder of the property record.

Automated reminders

agentOS automatically generates certificate reminder letters and moves them to the Postbag ahead of the expiry date. You will also receive an email reminder into your system inbox to notify you which properties require an update.

To control how far in advance reminders are sent for each certificate type:

  1. Click the person icon in the top right corner of your screen.
  2. Select Object Types.
  3. Navigate to Certificate Types under the Maintenance section.
  4. Click on the relevant certificate type, then click Edit in the top right to adjust the reminder timeframe.

Common certificate types and renewal frequencies

Yearly

  • Gas Safety Certificate (required to sign a tenancy on the system)
  • Portable Appliance Testing (not a legal requirement)
  • Fire Alarms
  • Emergency Lighting

Every Five Years

  • Electrical Installation Condition Report
  • HMO Licence (if applicable)

Every Ten Years

  • Energy Performance Certificate (EPC)

Adding custom certificate types

If you need to record a certificate type that is not already in the system, you can add it via Object Types. Full instructions are available in the Object Types guide.

If you need assistance, contact support@agentos.com.