For residential letting agents
Every deadline, on every property, in one place.
Keyring works out which compliance duties apply to each property you manage, watches their dates, and tells you plainly what has lapsed, what is coming up, and what was never recorded at all. Certificates and tenancy paperwork, on the building and on the people in it.
Add a property and its duties come with it, worked out from its gas, fuel and HMO details. There is nothing to configure.
Example — outstanding duties
- OverdueGas safety certificate12 Harebell Row, LeedsExpired 14 June — 9 days ago
- MissingEnergy performance certificate8 Wren Street, BradfordNothing recorded against this duty yet
- Due soonDeposit protectionFlat 4, Cardigan HouseProtect by 3 July — 5 days away
Sorted by urgency across the whole portfolio, so the thing to deal with first is at the top.
The rules moved. The paperwork got less forgiving.
On 1 May 2026 the Renters’ Rights Act 2025 turned every assured shorthold tenancy into a periodic assured tenancy. Fixed terms went with it, a national database of rented property is on its way, and the paperwork that used to be checked once at the start of a tenancy now has to hold up for as long as that tenancy runs. None of it changed the certificates themselves. It changed what a missed one costs you.
Fixed terms are gone
A tenancy recorded as fixed term starting on or after 1 May 2026 is flagged while you are still entering it. It is either a typing mistake or a tenancy that needs putting right, and either way you want to know today rather than at the point you need possession.
Two deadlines, not one
A gas certificate can be perfectly in date while the deadline for getting a copy to the tenant has already passed — and it is that second one that sinks a possession claim. Keyring runs both clocks and marks a property overdue on either.
The database is coming
Registration on the Private Rented Sector Database appears against every property, marked as not yet in force. Keyring will not raise an alarm on something that has not commenced; a false alarm costs more trust than a missing feature.
What Keyring tracks
Eleven checks, in two families. Which of them apply to a given property is worked out from what you have told Keyring about it, so a flat with no gas appliance is never chased for a gas safety certificate and never counted against you for the want of one.
On the property
6These follow the building. They carry on across a change of tenant.
- Gas safety certificateEvery year, where the property has a gas appliance. Warned 60 days before it expires — and separately, the 28-day deadline for getting a copy to the tenant is watched on its own clock.
- Electrical condition reportEvery five years, on every let property. Warned 90 days out, with the same 28-day deadline for serving a copy on the tenant tracked alongside it.
- Energy performance certificateEach certificate lasts ten years. Warned 180 days before expiry, so there is time to book an assessor rather than scramble for one.
- Smoke alarmsOne on every storey used as living accommodation. Keyring works out how many the property needs from the number of storeys you record.
- Carbon monoxide alarmsRequired where there is a solid fuel or gas appliance. A property with neither is never asked for one, so the list stays true to the building.
- HMO licenceOnly where you have recorded the property as an HMO and said the council requires a licence. Warned 90 days before the expiry date you enter.
On the tenancy
5These follow the people. They reset every time the tenants change — a deposit protected for your last tenants tells you nothing about your current ones.
- Deposit protectionThirty days from the day the money arrived, in a named scheme. Protect it late and Keyring keeps it marked late, and says by how many days — because that is what happened.
- Prescribed informationThe separate 30-day duty that protecting the deposit does not discharge. It is the one most commonly missed, so it is tracked as its own line rather than folded into the one above.
- Right to Rent checkBefore anyone moves in. Warned from 14 days before the tenancy starts, and overdue the moment a tenancy begins without it.
- How to Rent guideBefore the tenancy starts, with room to record which edition you served — an out-of-date copy may not satisfy the duty.
- Tenancy typeA fixed term starting on or after 1 May 2026 cannot exist under the new regime. Keyring says so while you are still typing it in, not weeks later.
Nothing is stored as a status. Every check is worked out from your dates each time you open a page, so what you see cannot quietly drift out of step with what you have recorded. Six words cover the lot: valid, due soon, overdue, missing, not applicable, and not yet in force. Each check has its own warning period, because ninety days’ notice is sensible for a five-yearly electrical report and useless for a 28-day deadline.
The certificate lives with the check
Attach the certificate, the report, or a photograph of it — agents photograph certificates as often as they scan them, and a clear phone picture is perfectly acceptable. PDFs, JPEGs and PNGs, up to 10 MB each, as many as you like against any check.
Files are held privately and are never reachable by a public link. Every request to open or download one is checked against whoever is asking, and the storage independently refuses to hand another account’s files over even if something went wrong elsewhere.
What Keyring does not do
- It does not send reminders. No email, no text, no notifications. It tells you where things stand when you open it, and only then.
- It does not read your documents. If the dates you typed do not match the certificate you attached, Keyring goes by what you typed.
- It is not legal advice. It tracks whether your paperwork exists and is in date, not whether it is correct. Anything contested is worth putting to a solicitor.
Start with one property and see where it stands.
Enter an address, say whether there is gas and how many storeys, and Keyring builds the list of duties for you. Add the dates you already have; the gaps are the point.