Tracking a New Document: Setting Up Requirements and Rules

Compliance on Hangar Direct starts with the document requirements you define, such as a certificate of insurance or a signed facility agreement. Each requirement can carry plain-English checks that run automatically against every upload, showing you which tenants are covered and which are not.

This guide walks through the Add Document wizard step by step, then shows how to write and turn on the automatic checks.

Where compliance setup lives

Open the operator platform and go to Settings (the gear icon). Under the Location group, click Tenant Compliance. You can also get there from the Compliance Setting button on the Compliance dashboard and on the Tenants page, or the Set up compliance button shown when nothing is configured yet.

Tenant Compliance is a premium module. If your plan does not include it, you will see an upgrade prompt instead of the settings.

On the settings page, find the Documents Configuration card and click Add Document. This opens a 4-step wizard titled New document requirement.

• Open the operator platform

Step 1 and 2: name it, then decide who provides it

Step 1: Basics. Give the requirement a name (for example, "Certificate of Insurance") and add notes for tenants. The notes are shown to tenants, so use them to explain exactly what you expect.

Step 2: Type & scope. First choose who provides the document:

• The tenant uploads it: the tenant submits a file and the values on it are read off automatically.
• You provide it: you upload the PDF, and tenants either read and accept it or e-sign it.

Then set how strict it is:

• Required: "Tenants aren't compliant without it."
• Optional: "Good to have, never blocks."

Finally, decide the scope with the Only when there's a lease switch. Left off, the document is a standing requirement asked of every tenant at the location. Turned on, it is requested once per lease, and you pick which lease types it applies to: Transient, Fixed term, Month-to-month, or Pre-lease hold. Note that the You provide it option is not available for lease-linked requirements.

Step 3: tell the platform what to look for

For upload documents, step 3 (What we'll look for) is where you define the fields the platform should read from each upload.

Insurance starter templates save you setup work. Pick General Liability and you get a ready-made checklist of Policy Number, Carrier, Each Occurrence Limit, General Aggregate Limit, and Expiry. Property and Auto Liability templates are also available. Templates never pre-fill dollar amounts; you type your own limits so the requirement reflects your actual policy minimums.

You can also build the field checklist yourself, up to 10 fields. Each field has:

• A Title (what the field is called on the document).
• A kind of value: Text, Date, Money, Number, or Yes-No.
• A Required or Optional flag.
• An optional hint for tenants.
• Optionally, a rule: a check the platform runs against the value it reads (see the next section).

Writing rules in plain English

Rules are written in plain English. Use a quick-start ("at least…", "must not be expired", "must be Yes"…) or type what you want in words, for example "at least $2M", and press Interpret.

The rule comes back as an editable English sentence with tappable tokens. Tap any token to change it:

• The operator: at least, at most, more than, exactly, anything but, includes the words, still valid (not expired), valid for at least N more days, and more.
• The value itself.
• Remind me early: how many days before expiry you want an advance warning.
• The severity: blocks compliance, flags for review, or is just a note. Rules on optional fields can only warn, never block.

Nothing is enforced until you press "Turn this check on." That confirmation gate is deliberate: you can draft and adjust rules freely, and any edit drops a rule back to unconfirmed until you turn it on again. If a rule cannot be structured into an automatic check, it becomes a You'll review it rule: it is flagged on every upload for your judgment and never auto-fails a tenant.

A live preview shows what the tenant will see. Check the wording there before you enforce the rule.

Step 4: review, create, and fine-tune

Step 4 (Review) shows a plain-English summary of the requirement and a health check on your rules. When it reads the way you want, click Create document.

Back on the requirements list, each requirement has two per-requirement controls:

• An Enabled/Disabled switch, which pauses a requirement without deleting it.
• For location-wide upload documents, an Also collect at waitlist stage toggle, which asks people on your waitlist for the document before they have a lease. Paperwork is then ready when a space opens up.

What happens after you turn a check on

Checks run on every upload, and nightly for anything that expires. An insurance certificate that lapses gets flagged without anyone re-submitting it. Results appear on the Compliance dashboard (location sidebar → Compliance), where the Needs attention queue shows the actual failure sentences, worst first. The tenant sees the same gap sentence you do (for example, that the requirement is $2,000,000 and their document shows $1,500,000) with a Fix this action on their side.

When a shortfall is acceptable to you, you can waive it per gap. The confirmation asks "Accept this shortfall?" and requires a reason; waived gaps stay visible under Previously flagged so there is always a record of what you accepted and why.

• How the Compliance dashboard works
• Insurance and document tracking overview
• What tenants see: uploading compliance documents

Questions?

If you are setting up a requirement that does not fit these patterns, or you want help translating your insurance minimums into rules, contact us and we will walk through it with you.

• Contact support
• Book a platform demo