Kayabyte

Get started

Before you begin

1. Install and add the board view

Install the app from the monday.com marketplace (install link). Then open a board, click + next to the board views, choose Apps, then Expiry & Compliance Tracker. You can add the view to as many boards as you like.

2. Authorize once

The first time, an account admin clicks Authorize as admin. This lets Expiry Tracker read items, send reminders, write dates and states, and attach vendor uploads for the whole account. Other users don’t need to do anything. The time zone for “today” defaults to the admin’s and can be changed in the account settings.

3. First-run setup in three steps

  1. Add a document type. Give it a name (for example “General liability COI”) and choose when it is required: all items, some groups, or items where a Status, Dropdown, Text or Tags column shows chosen labels.
  2. Pick the columns. The expiry Date column is required. The File column and the Link column are optional; the file column is needed for vendor uploads. Set the warning window in days (30 by default) and the reminder offsets (60, 30, 7 and 0, where 0 is the expiry day).
  3. Optional: status write-back (Pro). Choose a Status column, or let the app create one, and it will show Valid, Expiring soon, Expired, Missing or Submitted on each item.

Add more document types in Settings (up to 12 per board).

Try it with sample data

Not sure yet? On the first-run screen choose Create sample data. It adds a demo group with four sample vendors and their documents to the current board, so you can see the states, filters and the review queue. It only does this on request.

Choose who is reminded

In Settings, pick the People column whose people are reminded about their item, and add watchers for the whole board. Reminders go out as monday notifications once per offset and document date, one message per person and board per run, even when several documents are due. Only the item’s People column is used: teams in that column are not expanded. Items with no person and no watcher use up no reminders, so adding someone later still gets the reminder. A document with a renewal waiting for review gets no reminders.

Overview

The Overview tab shows counts by state and the items with a chip for each document type. Filter by state, type or group, search by name, and export to CSV. Items with no required document type are not tracked and do not count towards your plan. A document type whose column was deleted or changed to another type is flagged with a warning instead of showing every item as Missing.

Ask a vendor for a renewal

  1. In the board view, create a renewal link for one document of one item. A new link for the same document replaces the old one.
  2. Copy it, or let the app write it into the document type’s link column. Each document type has its own link column, because a link column holds one link.
  3. To send it, use monday’s own automation, for example “When status changes to Expiring soon, send an email” or an Outlook or Gmail integration that includes the link column. Expiry Tracker does not send email.
  4. The link is valid for 30 days, for one document, until used. You can revoke it at any time. It stops working on reinstall.

Who can create links: board owners and admins, and members if the board setting “members may create renewal links” is on.

What the vendor sees

The vendor opens the link in any browser, with no monday account. The page shows your company (name, logo and colour on Pro; otherwise “Your customer”), the item, the document requested and the current expiry date. The vendor chooses one PDF, JPG or PNG file up to 10 MB, enters the new expiry date (a real date, not in the past and within 20 years), and may add a name and a note. The page is available in English, German, Spanish, French and Portuguese, following the vendor’s browser language. While a renewal is waiting, the page says it is waiting for review. After a rejection it opens again and shows the reviewer’s reason.

Review uploads

When a vendor uploads, the file is added to the item’s file column and an update on the item mentions the reviewers (or the watchers if you set no reviewers). The expiry date is not changed yet, and the document shows as Submitted.

Open the Review tab: - Approve writes the new expiry date, closes and clears the link, resets the reminders for the document and posts an update. - Reject requires a reason. It is posted as an update and shown to the vendor, and the link stays open for another upload. The rejected file stays in the file column, because monday’s API cannot remove a single file; remove it by hand if you want.

Reviewers are listed per board in Settings. Board owners and account admins can review too.

Status column (Pro)

With write-back on, the item’s state (the worst of its required documents) is written into your Status column, labels are created if missing, and it is updated hourly and at once after an approval, a rejection or an upload. Only changed values are written, and items with no required document type are left alone. Use the column in monday filters, dashboards and automations.

Weekly digest (Pro)

In the account settings turn on the weekly digest. Each watcher gets one notification a week, on the day you choose from 08:00 in the account’s time zone, listing what is expired or missing and what expires within 30 days across their boards. Watchers with nothing to report get nothing.

Who sees what

Sidekick

Ask monday’s AI assistant “What expires in the next 30 days?”, “Who is out of compliance?” or “Is Acme Electric’s insurance current?”. Sidekick follows the same access rules and only reads.