Use cases
How landlords and agents use STEM
Four operational problems that show up on every UK rental portfolio, and how STEM is built to handle each one.
Compliance
Prevent compliance failures
Certificates don't expire on a schedule that's convenient to remember. Across a portfolio of any real size, Gas Safety, EICR, EPC, and HMO licence renewal dates land at different times of year on different properties, and the one that's missed is rarely the one you were thinking about.
- Every certificate lives against its property with the renewal date tracked automatically
- Alerts fire 30 days before expiry, not on the day it lapses
- A single portfolio-wide view shows every property's compliance status at a glance
- The RRA 2026 Information Sheet and How to Rent guide are tracked per tenancy, not just per property
Why is this important?
An expired Gas Safety certificate is a criminal offence under the Gas Safety (Installation and Use) Regulations 1998, can void landlord insurance, and can be raised by a tenant's representative to defend a possession claim, even one that has nothing to do with gas.
30 days
advance warning before a certificate expires
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Arrears
Reduce arrears escalation
Rent arrears rarely start large. They start with one missed payment that gets a quiet mental note instead of a formal process, and by the time it's clearly a problem, several weeks and several hundred pounds have usually gone by.
- A colour-coded dashboard shows every tenant's arrears position in real time
- A structured five-step escalation path: informal contact, formal letter, APA, Section 8, court claim
- Every step is timestamped, building a defensible record automatically as you go
- Alternative Payment Arrangement letters for Universal Credit tenants, with a benefit-impact confirmation step before sending
Why is this important?
Courts expect landlords to show a reasonable, documented attempt at resolution before granting possession on arrears grounds. Escalating inconsistently, or without records, can slow down a claim that would otherwise be straightforward.
5 steps
from informal contact to court claim, fully timestamped
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Legal readiness
Prepare legal cases faster
When a tenancy reaches the point of a possession claim, assembling the notice, the rent ledger, the certificates, and the deposit paperwork under time pressure is where mistakes happen, and a mistake at this stage can cost months.
- The Form 3A wizard selects grounds, auto-calculates the notice period, and checks pre-condition compliance
- A one-click court evidence pack compiles the rent ledger, certificates, and Form 3A summary into a single PDF
- The Notice Tracker keeps a portfolio-wide ledger of every active Section 8 case and its status
- A read-only solicitor portal shares the case pack securely, under a Data Processing Agreement, with a full audit trail
Why is this important?
An incorrect notice period or a missing compliance pre-condition can get a claim struck out entirely, meaning the whole notice process has to restart from day one while arrears keep growing.
1 click
to compile a complete, ordered court evidence pack
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Risk intelligence
Monitor portfolio risk
Compliance status, arrears exposure, and legal case status are usually tracked in three different places, if they're tracked systematically at all, which means the property that's actually highest-risk right now is easy to miss.
- A portfolio risk heatmap scores every property on compliance, arrears, and legal status together
- An Action Required feed ranks what needs doing this week by urgency, not by when it happened to arrive
- Agencies get the same risk view rolled up across every landlord client and branch
- Risk scores update as records change, not on a manual review cycle
Why is this important?
Without a consolidated view, the property that's simultaneously your worst rent performer and your highest compliance risk can go unnoticed, because neither signal on its own looked urgent enough to escalate.
1 view
combining compliance, arrears, and legal risk per property
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