A web portal that enables a legal case management agency to manage rent appeals on behalf of estate agency and landlord clients. This platform will streamline document handling and case management.
Process: a tenant makes an application to the court for a rent review. The court contacts the landlord/estate agency. The estate agency instruct this case management agency to manage the process. This tool is to support the case management agency to manage the legal process and update the estate agent/landlord.
1. Structured workflow for tribunal process Agency user manages case: appeal recieved→ evidence received → valuation complete → statement drafted → bundle prepared → tribunal scheuled→ decision outcome -Customisable checklists or prompts per stage -Email notifications to users
2. File Upload and Management Throughout
3. User types: Super Admin (Agency Ops Lead): View all cases, manage user accounts, see all estate agency clients Team Member: Add and edit cases, manage workflow status, upload documents, prepare statements/bundles Estate Agency or Landlord: Raise new appeal, view progress Tenant: NOT a user, may recieve email notificaitons
4. Data Model / Security Each estate agency or landlord client = separate data space (logical separation) Files stored per case; metadata for tribunal deadlines, property address, valuation figures Role-based access + scoped permissions
LANDLORD OR AGENT USER SCREENS
1. Login or Register
* Secure sign-in or sign-up * Capture basic identity and organisation details * Associate users with an agency account (if applicable)
2. Agency User Management
* View and manage agency users * Add or remove users within the agency account * Assign or reassign users to cases
3.*Dashboard
* View all submitted cases * See status, key dates, and actions required
4. Start New Case
* Input property details (address, type, size, tenancy type, current rent, proposed rent) * Upload relevant documents (e.g. rent increase notice, tenancy agreement) * Upload rationale for rent increase (if available) * Indicate whether a survey has already been commissioned
5. View or Update Case
* See all case details and uploaded documents * Upload additional files or respond to Bamptons’ requests * Track case progress and important dates
6. Notifications or Messages (optional)
* View notes from Bamptons * Receive status updates or reminders
CASE MANAGEMENT STAFF SCREENS
1. Admin Dashboard
* View, search, and filter all cases * Filter by status, landlord/agency, or submission date * Identify incomplete submissions and follow-ups needed
2. Case View or Review Panel
* Access all submitted materials for each case * Add internal notes and upload new documents * Update case status (e.g. Under Review, Ready for Bundle, Submitted to Tribunal)
3. Inspection Entry Panel
* Input valuation findings manually * Upload supporting documents or external inspection report * Log surveyor details and date of visit
4. Statement of Case Screen
* View or generate a draft statement of case * Edit and update the statement manually * Save revisions and track version history
5. Bundle Preparation Screen
* Upload finalised hearing bundle * Index and merge documents (or upload merged file) * Store for future reference and download
6. User and Account Management
* Create or deactivate staff accounts * Reset passwords * Manage access rights
7. Data Governance Panel
* Search for and delete user data when requested * View audit trail of data deletion actions
8. Notifications and Flags
* Flag incomplete or late cases * Set internal reminders * Send follow-up requests to landlords or agents
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