Guides
How people actually track this
Straight answers to the questions that come up when renewals start slipping. Every one answers itself on the page — no signup, no gate.
How to track subcontractor COI expiry dates
Record four things for every subcontractor — insurer, policy number, expiry date and who holds the document — then set a reminder 30 days before expiry that goes to the subcontractor as well as to you. The chase, not the tracking, is what actually fails: most lapsed COIs are lapsed because nobody asked for the new one early enough.
Read the guide →The spreadsheet for tracking expiry dates — and where it stops working
A workable expiry spreadsheet needs six columns — name, category, expiry date, renewal cycle, owner, and status — with a formula that flags anything inside your notice period. It works well up to roughly fifty rows. It fails for one structural reason: a spreadsheet cannot notify anybody, so it only works on the days someone remembers to open it.
Read the guide →How to track employee certification expiry
Track certifications against the person, not the job, and record the awarding body, certificate number, expiry date and the employee's own email. Remind the employee first at 30 days, the manager at 7, and treat an expired certification as a scheduling constraint rather than an admin note — because in most regulated work, the person cannot legally do the task.
Read the guide →How to stop contract auto-renewals catching you out
Track the notice deadline, not the end date. An auto-renewing contract typically requires written notice 30, 60 or 90 days before it ends — so the date that actually matters is the last day you can give notice, which may be three months earlier than the date in your calendar. Record both, and set the reminder against the notice deadline.
Read the guide →How to track SSL certificate and domain expiry
Record the registrar, the renewal date, the payment method's own expiry, and the person responsible — then set a reminder even for items on auto-renew. Auto-renewal fails for mundane reasons: the card on file expires, the billing address changes, the domain moves registrar, or the renewal email goes to someone who left.
Read the guide →What happens when a certificate of insurance expires
An expired COI usually means you can no longer evidence that a subcontractor is insured — which most contracts treat as grounds to stop their work, whether or not the underlying policy actually lapsed. The distinction matters: an expired certificate is a documentation failure, expired cover is an insurance failure, and they carry very different consequences.
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