FAQ

How does the vendor upload without a monday account? You create a renewal link for one document of one item. The link is long, signed, valid for 30 days, and works for that document only. Whoever has the link opens a simple web page, chooses a file, enters the new expiry date and submits. The page does not give access to your board or any other data, and you can revoke the link at any time.

What file types can a vendor upload? PDF, JPG and PNG, one file up to 10 MB. The app checks the real content of the file, not its name or declared type, so a renamed file of another type is refused.

Is my data stored by Kayabyte? The app keeps no copy of uploaded files: a file goes straight from the upload to the item’s file column in your monday.com account. The app stores its settings, document types, reminder state, renewal link records, waiting submissions (proposed date, vendor name and note) and the other records listed in the privacy policy, in monday code storage. Your board data is read from monday when needed.

Who can approve a renewal? The reviewers listed for the board, the board owners and the account admins. Nobody else can approve or reject.

Does approving change anything else? Approving writes the new expiry date, closes the link and clears it from the link column, resets reminders for that document, posts an update on the item and, with write-back on, updates the status column. The file stays in the file column.

What happens if I delete or change a column? The document type is flagged with a warning in the Overview and in Settings, and it is left out of states, alerts and write-back until you fix it. Items do not suddenly all show as Missing.

Which time zone is used? “Today” is the day in the account’s time zone, which defaults to the authorizing admin’s and can be changed by an admin. Dates are handled as plain calendar days, so daylight saving never adds or removes a day. A document dated today is valid through the end of today.

How do reminders avoid duplicates? A reminder is sent once per offset and expiry date. If several offsets have been reached, for example after an outage, only the most urgent one is sent. A new date after a renewal starts over. An offset you add later is recorded without sending. Each person gets one notification per board and run, with all due documents in it. A document whose renewal is waiting for review gets no reminders.

Who is reminded? The people in the item’s People column, plus the board’s watchers. Teams in a People column are not expanded.

Does the app send email? No. Expiry Tracker sends monday notifications, and it can write the renewal link into a link column so that monday’s own email automations send it to the vendor.

What can I ask Sidekick? Three things, in plain words: what expires within a number of days (“What expires in the next 30 days?”), which documents are expired or missing (“Who is out of compliance?”), and the state of one vendor’s documents (“Is Acme Electric’s insurance current?”). Sidekick only reads, never changes a date, a document or a board, and follows the same access rules as the board view: it only reads boards you can open that have Expiry Tracker set up, and view-only users and guests get nothing. Sidekick needs monday’s AI features on your account.

Are subitems tracked? No. Only top-level items are tracked.

Does the app read the date from the uploaded document? No. The vendor enters the new expiry date, and a reviewer checks it against the file before approving.

Can I reject a renewal? Yes, with a reason. The reason is posted as an update and shown to the vendor, and the link stays open for a new upload. The rejected file stays in the file column, because monday’s API cannot remove a single file.

What are the limits of the plans? Free tracks 10 items, Basic 100, Pro 500 and Business is unlimited. Alerts, renewal links, review, CSV export and Sidekick are on every plan. The weekly digest, status write-back and branding start at Pro. See pricing.

How fresh are the numbers? Board data is read from monday and reused for up to one minute. The hourly check computes states, sends due reminders and writes back statuses. It reads up to 10,000 items per board.

Which languages are supported? English, German, Spanish, French and Portuguese, for the board view and the vendor page. Notifications use the language of the manager who last saved the board’s settings.

What happens when I uninstall? The app’s stored data is deleted, the access token is revoked and renewal links stop working. Files already in your file columns stay on your board.

Where is my data stored? In monday code storage in the EU. See the privacy policy.

I need help. Email support@kayabyte.dev. We aim to answer within one business day, and always within two.