A CP12 reminder is not a gas safety record. It is a prompt to look up the signed record, check the address and arrange the next inspection. If your team keeps those dates in a spreadsheet, a field-service app or a filing cabinet, that system remains the source of truth. Susan will not discover a certificate expiry simply because a landlord once messaged your business.
Where Susan helps is the conversation after someone gets in touch. On a connected business WhatsApp number, she can ask which property the landlord means and capture a preferred visit time. With Google Calendar or an eligible Calendly account connected, she can check for an appointment. You can also give her a particular date and ask for a reminder. None of that replaces your CP12 register, the engineerâs visit or the record you must give the tenant.
⥠Key Takeaways
- Start with the actual signed record for each property; do not calculate expiry dates from a generic template.
- HSE explains when a check can happen up to two months early without moving the original deadline. Keep evidence that the checks took place on time.
- Susan handles inbound WhatsApp questions and can help with owner-requested reminders or connected-calendar bookings.
- She does not scan your portfolio for expiries, message tenants automatically, issue certificates or sync Xero invoices.
What a CP12 reminder system must get right
The Health and Safety Executive says landlords must keep gas safety check records and provide a copy to existing tenants within 28 days of the check. HSE also describes a conditional window for carrying out a check up to two months before it is due while retaining the original deadline. Using that window means keeping records that show the checks were completed at the right times. An automated message is no substitute for that evidence.
Put the property address, the date on the signed record and the person responsible for arranging access where your team can find them. The inspection and certificate remain the work of a Gas Safe registered engineer. If a landlord asks Susan whether a particular property is legally compliant, the right response is to check the record and refer the question to a qualified person, not to infer an answer from a chat.
Five practical steps for UK Gas Safe renewal planning
Step 1: Check the register against the signed records. For every property, note the address, landlord or agent, last completed check and next review date. Start with one property whose paperwork is easy to verify. A CSV from Joblogic or a date copied from an old email might be useful working material, but Susan does not import or validate an entire compliance database for you.
Step 2: Pick dates your team will actually act on. Your own system should remain responsible for the full renewal schedule. For an individual task, you could ask Susan, âRemind me on 1 September to review the CP12 for 14 High Street.â Give her a date you have checked; she does not calculate a legal deadline or automatically build next yearâs campaign.
Step 3: Make incoming WhatsApp enquiries useful. Connect your business number and share approved service information. If a landlord writes âCan you check my rental next week?â, Susan can collect the address and ask when access is possible. She should not cold-message a tenant from a number supplied by someone else or claim that a renewal notice has already gone out.
Step 4: Connect the diary separately. If you authorize Google Calendar or an eligible Calendly account, Susan can check available times and attempt an appointment after the customer agrees. A suggested time is not a booking until the calendar confirms it. Your dispatcher still needs to match the correct engineer to the property and arrange access.
Step 5: Let the engineer finish the compliance work. The registered engineer carries out the inspection and issues the record. Your team stores it and provides copies in line with the HSE guidance. Susan does not issue or send CP12 certificates, and an authorized Xero connection does not create invoices or reconcile payments.
Example: an inbound landlord enquiry on WhatsApp
Illustrative conversation, not a real customer case study: A landlord messages your connected business number: âOur gas safety check is coming up. Can someone visit next week?â Susan can ask for the property address and a contact number, then check suitable times if your calendar is connected. If it is not connected, she should record the request for the team rather than invent a booking.
Susan should use only inspection prices and policies your business has approved. She should not diagnose a gas fault, assert that a property is compliant, or guarantee the validity of a certificate. The engineer and landlord decide what the inspection requires.
Which tasks Susan handles, and which still need another system
| Task | Current Susan workflow | What remains with your team |
|---|---|---|
| CP12 dates and records | No automatic register or legal deadline calculation | Verify dates and keep the signed record in your compliance system |
| Appointment booking | Check and book when Google Calendar or eligible Calendly is connected | Confirm engineer, property access and scope |
Susanâs first 7 days are free, then the subscription is $50 per month. Any third-party software or network fees are separate. Connecting an app is not the same as enabling a tested action inside Susan.
Frequently Asked Questions (FAQ)
Will Susan send a reminder automatically every year for every CP12?
No. Your business must maintain the property register and dates. Susan can schedule a specific reminder you request, but automatic portfolio monitoring and renewal campaigns are not available.
Can Susan contact a tenant and arrange access without my team?
Susan can answer a person who messages the WhatsApp number you connect. Automatic outbound tenant outreach and multi-party access coordination are not configured; your team should handle consent and introductions.
Does connecting Xero turn on Gas Safe invoicing?
No. Xero account authorization needs its own setup, and Susan does not yet create or reconcile Xero invoices. See Xero connection availability.
Who issues the gas safety record?
A Gas Safe registered engineer completes the check and issues the record. Follow the HSE requirements for keeping and sharing it.
Next step for a heating business
Start with one practical task: give Susan your approved service details and test how she answers an incoming WhatsApp enquiry. If booking matters, connect your calendar separately and verify a sample slot. For help with setting up appointments, read our Google Calendar and WhatsApp guide. Keep your certificate register and legal decisions with the qualified people and tools responsible for them.