Document expiry and renewal alerts

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

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

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

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`
The day after expiry (or immediately, if you upload one that is already past)	`Document expired`

Each window fires once. A document approaching expiry generates three reminders, then a fourth telling you it has lapsed. Nothing fires on the expiry date itself — that day the document is still valid, so the last warning you get is the one the day before, and the lapse notice arrives the morning after. Plan renewals against the 1-day reminder, not against an alert on the day.

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`
The day after 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

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

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.
The expiry date itself is silent. Both sweeps step over it: the reminder ladder counts days before expiry and the lapse notice tests for a date already in the past. A document expiring today gets no alert today.
Past-expiry is always instant. Uploading a document whose expiry is already in the past produces an immediate expired notification. 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 expiring or Document expired in Profile → 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.