Renewal calendar and search
See every expiry on a month calendar, add or renew one from the calendar, and find documents by category, status, dates or Emirates ID.
On this page
The renewal calendar shows when things run out, month by month, so you can plan renewals before they become urgent. The document search finds any document across people, vehicles, assets and companies, even when you only have an Emirates ID number.
Admin, HR and Operations can add, change and renew documents from the calendar; Read-only can look. A custom role needs documents.view to see documents and documents.manage to add or change them.
Read the calendar
Go to Expiries and open Renewal calendar. Every document that is not yet renewed sits on the day it expires, coloured by how soon that is:
| Colour key | What it means |
|---|---|
| Within 30 days | Due in the next 30 days, or already overdue. |
| Within 90 days | Due in 31 to 90 days. |
| Later | More than 90 days away. |
Switch between Month, Week and List at the top. A busy day shows its first entries and a link saying how many more there are; choose the link to see them all. Dates watched on assets show here too.
Change or renew from the calendar
- Click an entry. A panel opens on the side with the document's name and whose it is.
- To correct a mistake, change the Expiry date, the Reference number or the Status, then choose Save.
- To renew it, choose Renew, set the new Expiry date and confirm. This closes the old reminders and sets new ones, exactly like renewing from the document list.
- Choose Open record to go to the document's full page.
Use Renew when the document was actually renewed. Changing the date with Save only corrects a typo and does not record a renewal.
Add an expiry from the calendar
- Click the day it runs out, or choose New expiry at the top.
- Choose Document or Asset.
- For a document, choose what it Belongs to and its Category, and add the Reference number if you want. The category becomes its title.
- For an asset, enter its Name, an optional Type, and in What runs out the thing being watched (for example "Annual inspection"). You can add a Reference.
- Check the Expiry date: when you clicked a day, it is already filled in.
- Choose Save.
Adding an asset here creates the asset and its first date together. The Asset choice only shows for people who can add assets.
Search the document list
The quickest search is on the Documents tab of Expiries:
- The search box finds a document by its title, or by its exact reference number.
- Filters narrows the list by Category (several at once), Status, Belongs to (person, vehicle, driver, asset and so on), and an expiry date From and Until.
- Emirates ID finds the documents of the employee or driver with that ID. Type the full number: a partial number finds nothing, because the ID is stored encrypted.
The filters you set show as chips above the list. Remove one to widen the search again.
Use advanced search
The Advanced search page offers the same search in one place: open it with Advanced search above the documents list. Its Filters panel opens by itself: choose any of Category, Status, Belongs to, Expires from, Expires until and Emirates ID, then choose Search. The results list each document with whose it is, its category, who issued it and how long it has left. What you searched for stays above the results as chips; remove one to search again without it. Select a result to open the document.
To act on what you find (renew it, attach a file, change its reminder rule), open the document. See Documents and expiries.