Document expiry and renewal alerts
What it is
Section titled “What it is”Any document with an expiry date can generate a renewal alert as that date approaches, and a past-expiry alert if it slips by. Alerts are delivered as in-app notifications (and, if the recipient has email enabled in Notification preferences, by email).
Who can use it
Section titled “Who can use it”- Admins of the syndicate hear about any expiring syndicate or asset document.
- The pilot owner of an expiring medical hears about it. Admins of the syndicates that pilot belongs to also see expiry status via the admin attention view, but they do not receive the personal reminder.
Where to find it
Section titled “Where to find it”Notifications surface in the bell icon at the top of the dashboard. Tap one to open the related document directly.
Windows for syndicate and asset documents
Section titled “Windows for syndicate and asset documents”Documents attached to a syndicate or an asset.
| Window | Alert |
|---|---|
| 30 days before expiry | Document expiring |
| 7 days before expiry | Document expiring |
| 1 day before expiry | Document expiring |
| On the day the document goes past expiry (or any time you upload one that’s already past) | Document expired |
Each window fires once. A document approaching expiry will generate three reminders in total, then a fourth on the day it expires.
Windows for pilot documents (medical)
Section titled “Windows for pilot documents (medical)”Medicals carry their own, more aggressive reminder ladder because they are more frequently renewed.
| Window | Alert |
|---|---|
| 60 days before expiry | Pilot medical expiring |
| 30 days before expiry | Pilot medical expiring |
| 7 days before expiry | Pilot medical expiring |
| On the day the medical goes past expiry | Pilot medical expired |
Pilot licences never carry an expiry and so never generate reminders. (Part-FCL licences are indefinite; the ratings on them expire but Syndik8 does not model ratings.)
Who receives the alert
Section titled “Who receives the alert”| Document kind | Who gets the in-app + email reminder |
|---|---|
| Syndicate document | Every admin of the syndicate. |
| Asset document | Every admin of the syndicate the asset belongs to. |
| Pilot medical | Only the pilot. Admins do not receive the personal reminder. |
Admins of the syndicate(s) a pilot belongs to can see medical expiry status separately on the admin attention view. That view is a passive dashboard, not a push notification.
Behaviour rules
Section titled “Behaviour rules”- One reminder per window, ever. The 30-day window fires once per document. If you’ve already received the 30-day reminder and dismiss it, you will not receive it again; the next reminder will be the 7-day one.
- Past-expiry is always instant. Uploading a document whose expiry is already in the past produces an immediate
expirednotification. Use this to your advantage when migrating an old document onto Syndik8: upload everything, even the lapsed ones, and you’ll see at a glance which are out of date. - Replacing a document re-evaluates the windows. When you replace an expiring ARC with the renewed one, the new expiry date drives the next set of windows. You won’t keep getting reminders about the old date.
- Deleting clears pending reminders. No future reminder will fire for a document that has been deleted.
- Notifications can be muted per type. Each user can switch off
Document expiringorDocument expiredin Settings → Notification preferences. Pilot-medical reminders are a separate type and can be muted independently of asset/syndicate document reminders. - Email delivery is gated by your preferences. A user who has email notifications switched off will only see the in-app notification (the reminder is never lost, just not pushed off the device).
For why pilot medicals have their own reminder ladder rather than sharing the asset/syndicate one, see Why medicals need explicit consent.