ExpiryEdge product demo
Pick a topic on the left, or press Play to watch it all (about 4 minutes).Pick a topic from the contents, or press Play to watch it all (about 4 minutes).
Take a 4-minute tour of ExpiryEdge
See how ExpiryEdge works
ExpiryEdge tracks every licence, certificate, contract and policy your business holds, and reminds the right people before anything expires.
- Track expirationsOne list of every deadline, with its status at a glance.
- Collect documentsSend an upload link and stop chasing paperwork.
- Run checklistsRepeatable workflows for renewals, onboarding and audits.
Use what you need, or automate the whole renewal
Start with the part that helps you most, like deadline reminders or collecting documents. Or let ExpiryEdge run the full renewal for you: remind people, collect the paperwork, get your approval and update the record. Here's one example from start to finish.
Before you start a trial
How long does setup take?
Can I import the records I already have?
Who receives the reminders?
Is our data secure?
What does it cost?
Which tools does it connect to?
Try it with your own records
Start a free 14-day trial and add your first expiries. Prefer a walkthrough with a person? Book a call.
Tour transcript
Every module and step of the tour as text.
1. Dashboard & Insights
A home screen with status counters, the soonest deadlines and a calendar, plus Insights with a 12-month renewal forecast and monthly PDF reports. Managers see risk at a glance and stop compiling status updates by hand.
Your day at a glance
The dashboard opens with counters for all items, active, expired, today, this month and completed, the soonest deadlines under Needs Attention, and a calendar.
One click on a counter opens the Expirations list with that filter applied. Here it is the one expired record, shown in red with how long it has been overdue.
Why it matters: You see what needs attention today without asking anyone for an update. Learn more: Centralised dashboard
Insights: forecast & planning
Insights is a live analytics page. The Overview tab counts active, completed, expired and archived records and charts completion rate and priority.
Forecast & Planning shows the renewals due in each of the next 12 months, what is overdue and for how long, and the high-priority items at risk.
Why it matters: Plan budget and staff time for renewals before the rush arrives. Learn more: Compliance reporting
Monthly reports
A PDF report is generated automatically each month. Search or sort the list, then preview a report in the app or download it.
The report opens as a PDF preview, ready to download and share.
Why it matters: A dated record for management and auditors, produced without extra work. Learn more: Monthly report
2. Expiration tracking
A single register for everything that expires, with types, owners, contacts, files, notes and a full history on each record. One source of truth replaces scattered spreadsheets and inboxes.
Open a record
Every row in the Expirations list opens a quick view, so you can check a deadline without leaving the list.
A side panel opens with how many days the record is overdue, its start and expiry dates, its repeat schedule and notes, plus edit, mark done and delete.
The full record adds who it is assigned to and by whom, custom fields from its template, and a Reminders button for its own schedule.
Why it matters: Answer "where are we with this?" in seconds. Learn more: Due dates & reminders
Add an expiry
Start a new record from the New expiry button on the dashboard.
The form asks for a name and type, then priority, status and a link. You can note what the deadline is worth and what missing it would cost, and file it in a folder.
Why it matters: A new certificate or contract is tracked, with its reminders, from one form. Learn more: Expiry tracking
Everything a record holds
Below the basics, every record has optional sections: File Uploads for the contract or certificate, a checklist, custom fields, a Directory link to the vendor or company, workflow automation, escalation and automatic document requests. You can also share a record through a password-protected public link.
Attached files open in a viewer right on the record and can be downloaded together as a ZIP. Use only the sections you need.
Why it matters: The document, the steps and the people behind a deadline sit in one place, not spread across email and shared drives. Learn more: Document management
Deadlines that repeat
Turn on Recurring for anything periodic, like an annual licence or a monthly check, and the next occurrence is created for you instead of being re-entered every cycle.
Choose how it renews: Renew Same updates this record with the new dates, Renew as Copy creates a new expiry with the same details. Set the interval, such as every 1 month or every 1 year, and optionally stop after a number of occurrences or on an end date.
Why it matters: Periodic obligations never drop off after the first renewal. Learn more: Expiry tracking
Expiry types
Group records into your own types, such as permits, licences and contracts. Each type shows how many records it holds and which email template its reminders use.
Why it matters: Records stay organised as the register grows, and each kind of deadline gets the right wording. Learn more: Custom templates
Everything about a record, in one place
On a record's full page, below the details, are its files and actions: Edit, Delete, Archive, Mark as Done and Sync to Asana. Tabs below hold comments, activity, workflows, email and documents.
Activity lists every change to the record: who made it, when, and each field's old and new value.
Email shows the reminders sent for this record and how many were delivered, opened and clicked, with a link to each email's full timeline.
Why it matters: The history and the conversation stay with the deadline, not in someone's inbox. Learn more: Expiry tracking
3. Smart reminders
A default reminder sequence with per-record overrides, default contacts, escalation, email templates per expiry type, one email per expiry or a daily digest, and delivery tracking for every email. Deadlines stop depending on memory: contacts are reminded automatically, and you can see every reminder that went out.
What the recipient sees
The reminder arrives from your organisation's name, with the subject line, how soon it is due, and the record's name, type, expiry date, priority and notes. A View Details button takes them to the record.
The button opens the record's details page: dates, status, notes, the fields from its template and who it is assigned to, so everything needed to act is in one place.
Why it matters: The recipient knows exactly what is due and when, with the full details one click away. Learn more: Email reminders
When reminders go out
Set the default sequence once: any number of days before or after the due date, each at its own time, in your organisation's timezone. Choose one email per expiry, or a daily digest per contact.
Why it matters: Every new record is covered from day one, and people get as few emails as you want. Learn more: Custom reminder schedules
A custom schedule for one record
Open the Reminders section on any record to change its schedule: how many days before or after the expiry, the time of day, and email, SMS or WhatsApp for each reminder.
The record starts with your default schedule. Change the timing, add or remove reminders, and pick the channels for each one.
Why it matters: Long lead-time renewals get earlier warnings than routine ones. Learn more: Multi-channel notifications
Who is notified, and who escalates
The same page has two more tabs: default contacts added to every new expiry, and escalation to a separate set of contacts.
Pick default contacts from your list and choose email, SMS or WhatsApp for each. They are added to every new expiry automatically.
Escalation notifies a separate set of contacts if an expiry is still incomplete close to its date, for example 7 days before. You turn it on per expiry.
Why it matters: Reminders reach the right people from day one, and a manager hears about it before a deadline slips. Learn more: Custom reminder schedules
Email templates for each expiry type
Keep the built-in reminder or write your own, with your logo and wording. Each template shows which expiry types use it.
The editor opens in Visual mode, with placeholders such as {{contact.firstName}} and {{expiry.name}} in the text. The live preview fills them in with sample data, so you see the email exactly as the recipient will. Open and link-click tracking can be switched off per template.
Why it matters: Every reminder sounds like your business and tells the recipient exactly what to do next. Learn more: Email reminders
Remind people outside your team
Each record has its notification contacts: colleagues, vendors or clients, reminded by email, and by SMS or WhatsApp where set. Companies from your Directory can be linked too. They need no ExpiryEdge account.
Why it matters: Suppliers renew their own certificates on time, and your team stops chasing them by hand. Learn more: Email reminders to external contacts
Upcoming reminders
See every scheduled reminder before it goes out: which record, when it is due, the next send date and time, how many recipients and which channels.
Why it matters: Check tomorrow's reminders today, instead of hoping they are set up right. Learn more: Due dates & reminders
From record to inbox
Dr. Maya Patel - Enrollment task is due Oct 15, 2026. With 7 days before in the sequence, its reminder is scheduled for Oct 8, 2026 at 09:00.
At 09:00 the email goes to John Miller. Email activity logs it as sent, then delivered, then opened. When John Miller replies from their own inbox, the reply is saved on the record as a comment. In daily digest mode the reminder is bundled into that contact's digest instead.
Why it matters: You know the reminder reached the person, and their answer stays with the record. Learn more: Email delivery status
Replies land on the record
Contacts can simply reply to a reminder email.
The reply is added as a comment on the record it belongs to, marked "via email", and the record's owner gets an in-app notification.
Why it matters: Answers don't get lost in one person's inbox, and the conversation stays with the deadline. Learn more: In-app email replies
Email activity
Every reminder email is listed with its expiry, recipient, when it was sent and its status: delivered, opened, clicked a link or bounced.
Each email has a timeline: sent, delivered, opened and each link clicked, with the time of every step.
Why it matters: When someone says "I never got it", you can check in seconds and fix the address. Learn more: Email delivery status
4. Document collection
Build a form with fields and file uploads once, then send it as a request. Recipients fill it in through a link without an ExpiryEdge account, and you approve each answer or send it back. Certificates and forms come back without a string of follow-up emails.
Templates: build the form once
A template is a reusable form: fields and file uploads organised into pages and sections, sent out as a collection request.
The builder has an email introduction, pages and sections on the left, and settings for each field on the right.
Preview shows exactly what your client sees when they open the request link: one page at a time, with fields and upload boxes.
Why it matters: You ask for the same documents the same way every time. Learn more: Document collection
Requests: who still owes you what
Each request shows its recipient, progress, when it was sent, the email status, the next automatic reminder and whether you have approved it.
The request shows when it was sent and completed, how often it was resent, and a copy of the link. Here one answer was sent back for correction.
Approve or reject each answer, including one left blank. A rejected answer needs a comment, and the recipient's link reopens so they can fix just that.
Why it matters: See at a glance who still owes you what, and who has already been reminded. Learn more: Document collection
Request, upload, review
Send a Contract Update request to John Müller for Dr. Sofia Martinez - Fee Schedule task.
The recipient fills in the form and uploads the signed file. You approve each answer, then update the expiry date on the record to Nov 20, 2027.
Why it matters: The renewed document arrives in one place, checked, with no email chasing. Learn more: Document collection
Triggers send requests for you
A trigger sends a template automatically when a record of a given type reaches a point, for example 30 days before expiry.
From now on, every Billing / Revenue Cycle Task record gets a Contract Update request 30 days before expiry, without anyone remembering to send it.
Why it matters: Renewals start collecting documents by themselves, every cycle. Learn more: Document collection
5. Workflows & SOPs
Checklists with sections and steps, started by hand or from an expiry, with progress, assignees and due dates for every step. Renewals and audits follow the same steps every time, whoever runs them.
Workflows
Your repeatable processes, grouped by type such as HR-Operations or Vendors, with how many runs each has and how many are active.
A workflow is sections of steps. Each step can have an assignee, a link, a due time and a document.
Why it matters: Your standard process is written down once and reused. Learn more: Workflow templates
Attach a workflow to an expiry
On a record's Workflows tab you can attach a workflow, so the checklist starts from the deadline itself.
Choose the workflow and when it starts: before expiry, on the expiry date, after expiry, when marked done, on renewal, or manually. It can re-attach itself after each renewal.
Why it matters: The renewal checklist starts itself at the right moment. Learn more: Compliance workflows
Trigger, run, checklist
License Renewal Workflow is attached to Dr. Sofia Martinez - Board certification: before expiry · 7 days · 09:00.
The trigger fires, a new run appears in Active Workflow Runs, and each step is ticked off by the person it is assigned to.
Why it matters: No one has to remember to start the process or chase its steps. Learn more: Workflows & SOPs
Run progress
Active Workflow Runs lists every run with its type, start date, tasks done and a progress bar.
The run shows each section's progress, who completed which step and when, each step's priority and dates, and whether it is on track.
Why it matters: You can see exactly where a renewal or onboarding is stuck. Learn more: Track task progress
6. Documents & Calendar
A calendar of every expiry and a document drive where files and records live in folders. The current certificate is always one click from its deadline.
Expiry calendar
See every deadline by month or week, with counters for expired, today and upcoming.
A deadline on the calendar opens its record, with its dates, status and details.
Why it matters: Spot clusters of renewals and plan the workload ahead. Learn more: Due dates & reminders
Documents drive
Files and records sit in folders you create. Show expiries next to files, upload, create folders, or add an expiry right where the paperwork lives. (File names are blurred in this capture.)
Why it matters: Paperwork stays organised by site, client or contract, not by inbox. Learn more: Document management
7. Automation & AI
An AI document scanner, bulk import from spreadsheets and live shared compliance pages for clients and auditors. Existing paperwork becomes tracked records quickly, and outsiders get answers without an account.
AI document scanner
Drop in a certificate, contract or policy. PDF, PNG, JPEG, WebP and TIFF files work, and CSV or Excel spreadsheets too.
The scanner reads the file and suggests the document type, holder, reference number and expiry date. You check them, then create the expiry.
Why it matters: Stop typing dates from PDFs, while you still review every field. Learn more: Expiry tracking
Shared compliance pages
Share a live view of chosen expiries with a client, auditor or partner. Each page shows how many items it shares, how often and when it was opened, and a switch turns it off.
The link opens a read-only page with the shared records' current status. No login is needed. (Illustration: the preview was not captured.)
Why it matters: Answer "are you compliant?" with a live link, not an email thread. Learn more: Compliance reporting
Bulk import with custom fields
Download a ready-made CSV, optionally for one of your templates, fill it in and upload it. Every row is checked, you can fix cells in a preview, and the import is all-or-nothing.
The template's fields become extra columns in the CSV, with the required ones marked. Any extra columns of your own are kept as custom fields.
Why it matters: Move from a spreadsheet to tracked records in one sitting. Learn more: Expiry tracking
8. Team & control
Teams, users and roles, an activity log of every change, and integrations with Microsoft Teams, Asana and ClickUp. Everyone sees their own work, and every change can be traced.
Teams
Split records by department, site or region. Switch teams from the All Teams menu in the top bar, and each team sees its own expiries.
Why it matters: Each location owns its deadlines, while you keep the full view. Learn more: Departments & teams
Invite users with roles
Invite colleagues by email and pick a role. The page shows active users, pending invites and the seats on your plan.
Kim Lee is invited as a Viewer: the invite shows as pending and the seat count goes up.
Why it matters: The right people can act, and everyone else can only view. Learn more: Team compliance
Activity log
Every change is logged: created, updated, marked as done, file uploaded, comment added. Each entry shows who did it, when, and which fields changed from what to what.
Why it matters: When an auditor asks who renewed what, the answer is already written down. Learn more: Compliance reporting
Integrations
Reminders can go to a Microsoft Teams channel and by WhatsApp and SMS as well as email, and expiries can sync with Asana or ClickUp as tasks.
Once Asana is connected, a record's Sync to Asana button (you saw it on the record page) creates a task for it.
Why it matters: Deadlines reach people in the tools they already open every day. Learn more: Asana integration