An end-to-end system for managing property compliance certificate renewals. It uses Make.com to monitor expiry dates in Google Sheets, automatically sends personalized email reminders with a Calendly link for booking, and includes a Chatbase AI chatbot on the company website to answer FAQs and guide clients to the booking link.
Businesses that carry out property safety checks, such as gas, electrical and smoke alarm inspections for landlords and property managers, depend on repeat work when certificates come due. Tracking hundreds of expiry dates in a spreadsheet and manually emailing each client is tedious, and a missed reminder means both lost revenue and a client who may fall out of compliance. Admin staff spend their mornings sorting dates, drafting emails and chasing replies to book visits.
Once reminders go out, the phone starts ringing with the same questions: what does the check involve, does the tenant need to be home, how long does it take and what does it cost. Booking by phone and email leads to back-and-forth over times, double bookings and missed access arrangements. The business needs reminders that go out reliably on time, a simple self-booking link and a way to answer routine questions without tying up staff.
Certificate records are kept in Google Sheets with property address, client contact, certificate type, last inspection date and expiry date.
A Make.com scenario runs daily, finds certificates approaching expiry within set windows and prepares a reminder for each client.
The GPT API personalises each email with the property, certificate type and due date, using a fixed template so legal wording stays consistent.
Each reminder includes a Calendly link filtered to the right service and area; bookings update the sheet automatically and trigger a confirmation.
A Chatbase chatbot on the website answers common questions from the company's own FAQs and directs visitors to the booking link or office phone.
A property compliance company tracks gas safety certificate expiry dates in a Google Sheet. Two months before expiry, a Make.com scenario automatically sends a reminder email to the client with a link to book their renewal visit in Calendly. A chatbot on the website handles common questions, reducing administrative workload.
Make.com, Google Sheets, Calendly, Chatbase, GPT API
Rental safety check requirements are set by each state and territory, covering things like smoke alarms, gas and electrical safety, and the intervals and responsible parties differ, so make reminder wording accurate for each jurisdiction rather than generic. Reminder emails about an existing service are generally factual, but if they include promotional offers they may be commercial electronic messages under the Spam Act 2003, needing consent and an unsubscribe option. Tenant names and contact details used to arrange access are personal information under the Privacy Act 1988. Check where Chatbase and your automation tools store data.
This solution requires careful evaluation of cost-benefit ratio. Consider implementation only after thorough analysis and risk assessment.
Usually yes, after a tidy-up. Make.com reads Google Sheets directly, so the main work is making dates, emails and certificate types consistent. If your records live in job management software instead, the same logic can connect to that system's API, though setup may take a little longer.
It is safer for it not to interpret legal requirements. The chatbot should answer questions about your services, booking, access and preparation, and link to the relevant state regulator or tenancy authority for obligations. That keeps answers accurate as rules change and avoids giving what looks like legal advice.
Yes. It relies on low-cost subscription tools and can be running in two to four weeks. Ongoing costs are mainly the tool plans and modest language model usage. The biggest investment is the initial data cleanup and writing clear email templates and FAQs.
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