Expiry & Compliance Tracker: certificate of insurance and contract expiry tracking for monday.com

Track certificates of insurance, licenses, contracts and permits on your monday.com boards, get alerts before they expire, and let vendors upload renewals through a secure link, without a monday account. Kayabyte Expiry Tracker replaces the spreadsheet and the calendar reminders: every vendor, contractor, employee or contract is an item on a board, and the app shows which documents are valid, expiring soon, expired or missing, and sends the reminders.

Install Expiry & Compliance Tracker on your monday.com account · free plan available. See pricing and get started.

What it does

• Document types per board. Define what you track, for example “General liability COI”, “Workers’ comp”, “Trade license” or “Contract”. Each type uses a date column for the expiry date and, optionally, a file column for the document and a link column for renewal links. Up to 12 types per board.
• A clear state for every document. Valid, Expiring soon, Expired, Missing (required but no date) or Not required. The item shows the worst state of its required documents.
• Required for. A document can be required for all items, for chosen groups, or for items whose Status, Dropdown, Text or Tags column shows chosen labels (for example Trade = Electrical).
• Warning window per type. 30 days by default. A document dated today is valid through the end of today.
• Reminders. monday notifications at the offsets you choose (60, 30 and 7 days before and on the expiry day by default) to the item’s People column and to the board’s watchers. Each reminder is sent once per document date.
• Overview. Counts by state, items by document type with coloured chips, filters, search and CSV export.
• Vendor renewal links. Create a signed link for one document of one item, valid for 30 days and revocable. The vendor opens it without a monday account, sees the document requested and the current date, and uploads a PDF, JPG or PNG (up to 10 MB) with the new expiry date and an optional note.
• Review before anything changes. The uploaded file lands in the item’s file column and the reviewers are mentioned in an update, but the expiry date only changes when a reviewer approves. A reviewer can also reject with a reason; the vendor sees the reason and can upload again.
• Send the link with monday’s own automations. The app can write the renewal link into a link column, so a monday email automation sends it. Expiry Tracker itself sends no email.
• Status column (Pro). Write each item’s state into a Status column, so monday filters, dashboards and automations work on it.
• Weekly digest (Pro). One notification a week per watcher: what is expired or missing and what expires within 30 days.
• Branding (Pro). Your company name, logo and colour on the vendor page.
• Ask Sidekick. Ask monday’s AI assistant what expires soon, who is out of compliance, or whether one vendor’s insurance certificate is current. The actions only read: they never change a date, a document or a board.

How to use it

1. Open a board, click + next to the board views, choose Apps, then Expiry & Compliance Tracker.
2. An account admin clicks Authorize as admin once for the account.
3. Follow the three-step setup on the board: add a document type, pick its columns, and optionally choose a status column for write-back. Or choose Create sample data to see how it works first.

To use Sidekick, ask in the Sidekick chat in monday, for example “What expires in the next 30 days?” or “Is Acme Electric’s insurance certificate current?”. Sidekick needs monday’s AI features on your account; Expiry Tracker’s side is free.

Good to know

• Only top-level items are tracked, not subitems.
• Uploads accept PDF, JPG and PNG files up to 10 MB, one file per renewal.
• Expiry Tracker does not read dates out of uploaded documents: the vendor enters the new date and a reviewer checks it against the file.

See Get started for details, Pricing and the FAQ.

Questions? Email support@kayabyte.dev.

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