Setting up document expiry reminders
Expiry reminders are Movcar’s biggest single-feature value. Add a document with a Valid till date, and Movcar handles the rest — warning you before the document expires across three channels: the Documents list (colour indicator), the Control Panel dashboard, and email notifications.
How reminders work, out of the box
The moment you save a document with a Valid till date, Movcar starts a countdown. Three thresholds trigger different UI signals:
| Threshold (days until expiry) | TIME LEFT indicator | STATUS pill | |
|---|---|---|---|
| More than ~30 days | 🟢 Green dot | VALID | None |
| Between ~7 and ~30 days | 🟡 Yellow dot | VALID (or NOT RENEWED if past Valid till) | Reminder fires |
| Less than ~7 days | 🔴 Red dot | VALID until expiry | Final reminder fires |
| Past Valid till | 🔴 Red dot | NOT RENEWED (or EXPIRED, depending on doc type) | Final reminder fires |
The exact thresholds and email cadence depend on your notification preferences — see below to tune them.
Where you see reminders in the admin
- My Fleet → Documents — the TIME LEFT column shows a coloured dot, the STATUS column shows a pill.
- My Fleet → Vehicles → vehicle detail view — the vehicle’s “Periodic Technical Inspection” and similar fields show coloured indicators.
- Control Panel (dashboard) — summary cards highlight expiring soon.
- Drivers list — if a driver licence is approaching expiry, the row shows a yellow pill.
Email reminders
If you (or your team) have email reminders enabled, Movcar sends notifications to the relevant recipients before expiry. To enable / disable / change the timing:
- Open Settings → General settings → Notification preferences (or wherever your version of the admin keeps notification settings).
- Find the Document expiry section.
- Enable / disable, set the days-before-expiry threshold(s).
- Save.
See Configuring notification preferences for the full guide.
Mobile app reminders for drivers
If a driver is connected to the Movcar mobile app (see Connecting a driver to the Movcar mobile app) and the Visible for Drivers flag is on for the document, the driver sees:
- A push notification when a document on a vehicle they use is approaching expiry.
- A red badge in the app’s Documents section.
This is especially useful for driver licence reminders — the driver gets reminded directly to renew, before the admin has to chase them.
Filtering to “what’s expiring soon”
On My Fleet → Documents, use the filter strip:
- Show valid documents — green/yellow/red dots, currently in date.
- Show expired documents — past Valid till.
- Show documents without expiration date — documents you saved without a date (no reminders possible).
Tick all three to see everything; tick just expired + soon-to-expire to focus on action items.
Documents without expiry dates
If you upload a document and leave Valid till blank, no reminders fire. Some documents legitimately don’t have an expiry (e.g. a one-time confirmation letter), but for everything time-bound, fill in the date.
The Show documents without expiration date filter helps you find ones you might have forgotten to date.
What’s next?
- Configuring notification preferences — tune email reminder cadence
- Add a document — make sure Valid till is filled in for new documents
- Edit a document — extend dates on renewal
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