Expiry Settings Explained
Every document with an expiry date shows one of three statuses:
Green (Current): Document is still valid
Amber (Expiring): Getting close to expiry date
Red (Expired): Past expiry date
The amber "Expiring" status is your early warning - it tells people to start the renewal process.
Configure Expiry Settings
Steps:
Go to Documents > Document Types
Click on your document type (or create new)
Find "Expiry Settings" section
Enter or Choose the "Days before expiry to show as expiring"
Click Add or Update to save
Choosing the Right Number of Days
Think about renewal processing time:
Quick renewals (14-30 days):
First Aid Certificates: 30 days
Online courses: 14 days
Medium renewals (30-60 days):
Police Checks: 45 days
Longer renewals (60-120 days):
Professional Registration: 90 days
Working With Children Checks: 90 days
Building Compliance: 120 days (inspections take time)
Goal: Give enough time to complete renewal before expiry.
Setting Up Notifications
Method 1: Quick Shortcut (Easiest)
Go to Documents > Document Types
Find your document type
Click the "Add Notification" button
Configure:
• When to send (e.g., "30 days before expiry")
• Who receives it (person, manager, admin)
• Email message
Save
Method 2: Full Configuration (More Control)
Go to Settings > Notification Rules
Create new rule via the + Add Notification Rule button
Select: "Documents - Expiry Notification"
Choose Document Type
Configure timing and recipients
Customize message
Save
Recommended Notification Strategy
For critical compliance documents, set up multiple reminders:
Example: CPR Training Certificate
90 days before: "Your CPR certificate expires in 3 months. Please book renewal training." → Staff member
30 days before: "Reminder: CPR expires in 1 month. Please complete urgently." → Staff + Center Director
7 days before: "Final reminder: CPR expires in 7 days. Cannot work without valid certification." → Staff + Center Director + Admin
On expiry: "[Name]'s CPR has expired. They cannot work until renewed." → Center Director + Admin
Viewing Expiry Status on Dashboard
Your home page shows document summaries:
Number expired/expiring
Number incomplete
Click these buttons to see filtered lists in the Document Register.
You can also view the overall statuses of documents updated in categories:
Tips for Success
✔ Start Conservative
Set longer warnings initially (90 days)
Adjust based on feedback
✔ Be Specific in Notifications
State: what document, when it expires, action needed, who to contact
Not just "document expiring"
✔ Test First
Set up notifications for yourself
Check emails are clear and actionable
Verify they go to the right people
✔ Document Your Settings
Keep notes on which documents have which thresholds
Maintains consistency
Troubleshooting
Documents showing expiring too early?
Edit Document Type and increase "days before expiry"
Notifications not sending?
Check rule is active
Verify email addresses
Check spam folders
Too many notifications?
Consolidate notification rules
Reduce reminder frequency
Staff don't know what to do?
Edit notification message with clear action steps
Add contact information
Pilot Testing Feedback
We'd love your thoughts on:
Are expiry timeframes flexible enough?
Do notification options give you enough control?
Is the shortcut from Document Types clear?
Are email notifications clear and actionable?
Where else should expiry status appear?
Next Steps
Learn how staff use My Documents (Article 4)
See how Center Managers monitor compliance (Articles 5-6)
Understand all document statuses (Article 7)
Need help? Contact support or use the feedback button.