Expiring Soon: Contracts & Documents
One list of everything in HR that runs out on a date — contracts, probations, employment end dates and expiring documents — with alerts to HR and the line manager before each one lapses.
Open Human Resources → Overview and choose Expiring soon. The list covers the look-ahead window and anything already past that is still open. Filter by Type and by When (Already past or Coming up), or search by employee, number or document. The mobile app shows the same list read-only.
What Is Listed, And The Fix
| Type | When it appears | Button |
|---|---|---|
| Contract | An active employment contract with an end date in the window, or already past. | Renew or extend |
| Probation | An employee still on probation, by their probation contract's end date or the maximum probation days in HR settings. | Confirm or extend |
| Employment end | An employee's own end date, where no end-dated contract already shows it. | Renew contract |
| Document | An employee or contract document with an expiry date. | Replace document |
Statutory ID numbers carry no expiry date, so they are not part of the list.
Contracts Are Never Expired Automatically
Payroll pays from the active contract, so flipping one silently could stop someone's pay. A contract whose end date has passed stays active and shows as Already past. Renew it from its row, or choose Mark expired — payroll then stops treating it as current, so add a new contract if the person is still working.
Alerts
- HR and the employee's line manager are alerted at 60, 30, 14 and 7 days before the date and on the day — once each, not daily — in the bell and by email.
- Set the look-ahead under HR settings → Expiry alerts, from 7 to 180 days. Blank means 60. The first alert goes out at that many days, then at the milestones inside it.
- Switch either channel off in Notification Preferences, under HR documents.
Permissions
- View employees — see the list.
- Edit employees — mark a contract expired and renew contracts.
Related
- Employee Management — contracts and documents.
- Headcount Plan
- Onboarding & Offboarding
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