Review and Expiry Reminders
Nothing lapses because nobody was watching the date.
Most things that expire are recorded somewhere perfectly sensible. The trouble is that the record sits still and the date does not, so a lapsed certificate is usually found by whoever needed it rather than by whoever owns it.
- Calibration, digital micrometer 04Owned by Workshop6 days
- QP-07 Purchasing, scheduled reviewOwned by Quality3 weeks
- Employers liability certificateOwned by Finance5 weeks
- Forklift training, two operatorsOwned by Operations11 days late
From register to escalation, in four steps.
Everything carrying a date goes in one place: document reviews, certificates, calibrations, training, insurance, supplier approvals.
Each entry is checked daily against its own notice period, because a calibration needs more warning than a document review.
The person who owns the item is told before it falls due, with what it is and what renewing it involves.
If the date passes without an answer, it escalates rather than repeating. A reminder nobody acts on is not a control.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
An out-of-calibration instrument does not stop working. It carries on producing numbers, which is why the lapse matters more than the equipment.
A review cycle is easy to set and easy to forget, because nothing visibly breaks on the day it is missed. It only surfaces when someone checks.
Training records expire quietly and per person, so the gap is never obvious from any single document. A register is the only place it shows up.
Could you say today what falls due in the next month?
Send us however you track it now, even if that is three spreadsheets and a wall planner. We will show you what one register would look like.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
Can it mark something as reviewed for us?
No, and it should not. Whether a review actually happened is a statement a person makes and stands behind. A system that closes its own items produces a register that looks perfect and means nothing.
Where does the register live?
Wherever suits you: a spreadsheet, a Notion database, or a table we set up. The register is yours and stays readable without us, which matters more than where it sits.
What if we do not know what should be in it?
That is common and it is the useful first exercise. Building the register is usually the part that surfaces the surprises, which is a good outcome even before any reminder goes out.
How much warning does it give?
It depends on the item, which is why the notice period sits on the entry rather than in one global setting. Booking a calibration needs weeks. A document review needs days.
What happens if a date is missed anyway?
It escalates to whoever you nominate, once, rather than sending the owner a fourth copy of the same message. The escalation is the point: a reminder loop with no exit is not a control.
Does this keep us compliant?
No. It makes sure nothing lapses because nobody was watching the date. Whether your system meets the standard you are audited against remains a judgement for you and your auditor.
Other automations that complement this one.
This stops dates lapsing. Document Consistency Check finds what has already drifted, and Evidence and Audit Pack gathers the proof that the processes behind those dates actually ran.
Want one view of everything that falls due?
Send us however you track renewals today. We will show you what a single register would catch, and when it would have warned you.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.