How to set up contract renewal reminders in monday.com

By Kayabyte

Short answer: track each contract as an item with a Date column for the end date, a Numbers column for the notice period in days, and a second Date column for the notice deadline. monday.com’s “when date arrives” automation can then notify the owner before the deadline. A formula can show the notice deadline, but formulas cannot trigger automations, so the date that drives the reminder has to be a real Date column. This works for a modest list. It gets harder with several reminder stages, auto-renewals and documents that must be renewed by someone outside your team. For those, see Expiry & Compliance Tracker.

Most missed renewals are not missed on the end date. They are missed on the notice date: a contract that renews automatically for another year unless you give 60 or 90 days’ notice. This guide shows how to build reminders for both dates in monday.com, with the limits. Menu names and plan limits change, so check your account.

What monday.com gives you

Date column: the contract start, end and notice dates.
Numbers column: the notice period in days and the contract value.
Formula column: calculations on other columns of the same board, such as days left.
Status column: Active, In notice window, Renewing, Cancelled.
People column: the contract owner.
Automations: “when date arrives, notify someone” and a daily check for overdue dates.
Files column: the signed contract.

Step by step: a contract board

Create the board. Name it Contracts. Use one item per contract, with groups for the type, for example Software, Suppliers and Leases.
Add the columns. Add Owner (People), Counterparty (Text), End date (Date), Notice period in days (Numbers), Auto-renews (Status or Checkbox), Contract value (Numbers), Contract (Files) and Stage (Status).
Calculate the notice deadline. Add a Formula column called Notice deadline. Subtract the notice period from the end date. Use FORMAT_DATE(SUBTRACT_DAYS({End date}, {Notice period})): SUBTRACT_DAYS takes a date and a number of days, and FORMAT_DATE shows the result as a readable date. Insert the column names with the formula editor’s column picker so they match exactly, and check the result against a contract you know.
Make a real date for the automation. Formula results can’t drive date automations. Add a Date column called Notice date and fill it with the deadline, either by hand or by copying from the formula column. Some teams use monday.com’s AI blocks or a second automation to set a date relative to another one. Test any shortcut with a dummy item.
Add the reminder. In Automations, choose “when date arrives, notify someone”, select the Notice date column, set the timing to a number of days before (for example 30), and notify the Owner. Add a second rule on the End date column for the end date itself.
Update the stage. Add an automation that changes the Stage to “In notice window” when the Notice date arrives, so the board shows what needs a decision.
Make a renewals view. Filter by Stage and sort by End date. Review it monthly.
After a renewal. Enter the new end date and clear the stage. Check that the automation still runs for the new date.

Where it stops

Formulas don’t trigger. The notice deadline is easy to display, but it cannot start a notification by itself. You keep a second Date column in sync with it.
One rule per date column. A reminder at 90, 60 and 30 days needs separate rules, or separate date columns, for each stage.
Date rules run at a set time. Rules fire at the time chosen in the rule. They don’t consider the time of day on the date.
Repeating reminders. A rule that fires once on a date is not a recurring reminder. If the owner ignores it, nobody asks again unless you add an overdue rule or a status check.
Renewal dates move. For auto-renewing contracts, the next end date is the old one plus a term. A monday.com formula can show it, but the board needs the new date entered, or the Date column goes stale.
No document trail. The Files column holds the contract, but there is no step that asks a vendor for an updated certificate or addendum and records who approved it.
No overview of risk. Which contracts are in the notice window, which have lapsed and which have no dates at all? You need filters, and they are only as good as the data.
Time zones and plan limits. Automation actions per month and the available recipes depend on your plan.

Habits that prevent surprise renewals

Record the notice period and the end date for every contract, even the ones you plan to keep.
Put the notice deadline, not the end date, in the owner’s reminders.
Add a second person as backup for each owner.
Record how a contract renews: automatically, by agreement or not at all.
Keep the review fixed: first Monday of the month, filter on the next 90 days.

Expiry & Compliance Tracker

Expiry & Compliance Tracker works on the contract board you have. It does not replace it.

You define a document type such as Contract and map it to your end date column and, optionally, the file column. Each item gets a state: Valid, Expiring soon, Expired or Missing, with a warning window per type.
Reminders go out at offsets you choose (default 60, 30 and 7 days before and on the day) as monday notifications to the item’s people column and chosen watchers.
The overall state can be written back to a status column, so your filters, dashboards and automations can use it.
A weekly digest on higher plans lists what expires in the next 30 days and what is already expired or missing.
When a counterparty must send a new document, such as an insurance certificate, you can send them a secure upload link. Your team reviews it and approves before the date on your board changes.

The app warns from the end date you give it. If your contract needs a notice deadline earlier than the end date, put that deadline in the date column the app watches, or use a second document type. See the Expiry & Compliance Tracker page for plans, including a Free one.

FAQ

How do I get a reminder 90 days before a contract ends in monday.com? Keep the end date in a Date column and use the “when date arrives, notify someone” automation with the timing set to 90 days before. Notify the People column for the contract owner.

Can a formula column send the reminder? No. A Formula column can show the notice deadline, but automations don’t trigger on formula results. Use a real Date column for any date that should drive a reminder.

How do I track auto-renewing contracts? Record the end date of the current term, the notice period and whether the contract renews automatically. Set the reminder on the notice deadline, and after renewal enter the new end date.

Can I track contract value as well? Yes. Add a Numbers column and use a dashboard Numbers widget to sum the value of contracts that end in a period.

Is this legal advice? No. Notice periods and renewal terms are set by each contract, so read the contract itself.

monday.com is a trademark of monday.com Ltd. Kayabyte is an independent developer and is not affiliated with or endorsed by monday.com.