--- title: Reminders and expiry dates canonical_url: https://hrhive.co.uk/product/reminders/ content_type: product summary: HRHive watches the dates that matter, such as document expiries, right to work follow-ups and supplier insurance, and reminds the right people before they arrive. Each reminder goes out once, on a schedule you can change, and each person chooses how they hear. audiences: - employer - adviser jurisdiction: uk status: published last_updated: 2026-10-05 --- # Told before it expires, not after > HRHive watches the dates that matter, such as document expiries, right to work follow-ups and supplier insurance, and reminds the right people before they arrive. Each reminder goes out once, on a schedule you can change, and each person chooses how they hear. ## What problem does this solve? Expiry dates live in people's heads and in the corner of a spreadsheet. A passport, a driving licence, an insurance certificate: each has a date, and each gets noticed late. By then the document has already run out, and the scramble begins. ## What HRHive does - Watches the dates that go with your records: document expiry and review dates, right to work follow-up checks, supplier insurance and licences, probation reviews, policy reviews, case next actions, start dates and leaving dates. - Reminds before the date, not after. Document expiry reminders go out 90, 60, 30, 14 and 7 days before and on the day. Right to work follow-ups are reminded 90, 60 and 30 days before and on the due date. - Sends each reminder once. If you add a document ten days before it expires, you get one reminder, not five. - Asks for the replacement for you. At 60 days before expiry (90 for visas and passports), HRHive requests the new document from the person, with a due date, before it tells anyone else. - Escalates when nothing happens. By default, a week after most documents expire, the owner and the person's manager are told. - Lets each person choose how they hear: straight away, in a daily summary, in a weekly digest or only in HRHive. ## How it works 1. **Add the date.** Give a document an expiry or review date, record a right to work check with a time-limited permission, or add a supplier's insurance with its expiry date. 2. **HRHive checks every morning.** Once a day, at 5am UTC, it compares every date with the schedule. 3. **The nearest reminder goes out.** If several reminders are already past, only the nearest one fires, and the earlier ones are recorded as passed. 4. **The right people hear.** That means HR and admins, the owner, the manager, compliance or the employee, depending on the schedule for that date. 5. **The replacement is requested.** For employee documents, HRHive asks the person to upload the new one. 6. **If nothing happens, it escalates.** The item moves up Home and the right people are told again. This is the starting schedule. It is yours to change. | What HRHive watches | When it reminds | Who hears | | -------------------------------------------------------- | ---------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------- | | Employee documents with an expiry date | 90, 60, 30, 14 and 7 days before, and on the day | HR and admin, and the employee. A replacement is requested at 60 days. | | Passports and visas | 120, 90, 60 and 30 days before, and on the day. Visas also at 14 and 7 days. | HR, admin and the employee. For visas, also compliance and the manager. A replacement is requested at 90 days. | | Company documents such as insurance, licences and leases | 90, 60, 43, 30, 14 and 7 days before, and on the day | HR, admin and the owner | | Right to work follow-up checks | 90, 60 and 30 days before, and on the due date | Owner, admin, HR and compliance | | Supplier insurance and licences | From 30 days before expiry, then weekly until renewed | Owner, admin, HR and compliance | Probation reviews, policy reviews, start dates, leaving dates, case next actions and unfinished requests have shorter schedules of their own. Owners, admins and HR can see and change every schedule in Settings, under Reminders. ## What you see A reminder reaches people in two ways. In HRHive it shows as a notification, and while the item is open it also appears on Home and, for right to work and supplier dates, in the compliance overview. By email it follows each person's choice. By default, urgent items such as a document expiring within 30 days email straight away, and everything else comes in a daily summary. **Priya Nair's driving licence** — Quantity surveyor, Head office [Expires in 30 days] - Expires: 4 November 2026 - Reminders sent: 90, 60 and 30 days before - Next reminders: 14 days before, 7 days before and on the day - Replacement: Requested 5 September 2026, due 21 October 2026 - Who hears: HR and admin, and Priya - If nobody acts: The owner and Priya's manager are told a week after the date Timeline: - 6 Aug 2026: 90-day reminder sent to HR, admin and Priya Nair - 5 Sep 2026: 60-day reminder sent. Replacement requested from Priya Nair - 5 Oct 2026: 30-day reminder sent as urgent ## The record it creates The date stays on the record it belongs to, so it also appears on the person's printed file and in the Expiring documents report. When HRHive asks for a replacement, the request is recorded against the person, and Home marks the item "replacement requested" until it arrives. _Example output (demo data): an Employee Record: personal details, employment terms, documents held, right to work status and history in one printable file._ ## Who can do what Owners, admins and HR set the schedule. Everyone chooses how reminders reach them. | Role | What they can do | | --- | --- | | Owner, admin and HR | Change the schedule, decide who is told, and switch reminders on or off. Receive the reminders their rules send. | | Compliance | Receives right to work follow-ups, supplier reminders and the others sent to compliance. Cannot change the schedule. | | Manager | Is told about probation reviews, start dates and leaving dates for their people, and when a document is a week overdue. | | Employee | Gets an email before their own documents expire, and a request to upload the replacement. | | Each person | Chooses how reminders reach them, straight away, in a daily summary, in a weekly digest or only in HRHive. | ## What happens next As a date nears, the item moves up Home, and up the [compliance overview](https://hrhive.co.uk/product/compliance/) where it belongs to one of its areas. When the replacement comes in, you review it, and the reminders start again for its new expiry date. Right to work follow-ups are covered in [right to work](https://hrhive.co.uk/product/right-to-work/), and supplier dates in [supply chain](https://hrhive.co.uk/product/supply-chain/). ## Frequently asked questions ### Will I get an email for every reminder? Only as often as you choose. By default, urgent items email straight away and everything else comes in a daily summary. In Settings, under My notifications, each person can change either setting to straight away, a daily summary, a weekly digest or only in HRHive. ### Can I change when reminders go out? Yes. Owners, admins and HR can change the days, who is told, whether HRHive asks for a replacement automatically and when it escalates, or switch a reminder off. They do it in Settings, under Reminders. ### What if I add a document late? You get the nearest reminder, once. HRHive records the earlier ones as passed, so a document added ten days before it expires produces one reminder, not five. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Compliance overview](https://hrhive.co.uk/product/compliance/) - [Right to work checks and records](https://hrhive.co.uk/product/right-to-work/) - [Suppliers and your supply chain](https://hrhive.co.uk/product/supply-chain/) - [Evidence packs and printable records](https://hrhive.co.uk/product/evidence-packs/) - [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/) Canonical URL: https://hrhive.co.uk/product/reminders/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dcompliance_overview%26hh_route%3Demployer%26hh_goal%3Dfirst_person_added%26hh_page%3Dproduct%252Freminders