How task expiry works

Tasks can include an expiry date to help ensure vendors and contractors maintain valid, up-to-date compliance documents. When a task has an expiry date, ContractorOS automatically tracks it, sends reminder emails before it expires, and updates compliance status if the document is not renewed.

How task expiry works

1. A Site Administrator creates a document with an expiry date: If a document requires an expiry date, vendors or contractors must provide the document's expiry date when completing the task.
2. A vendor or contractor completes the task: They upload proof of the required document and enter any required information, including the document's expiry date when applicable.
3. The Site Administrator reviews the submission: The administrator verifies the submitted information, including the expiry date, before approving the task.
4. ContractorOS monitors the expiry date: Once the task is approved, ContractorOS tracks the expiry date and sends reminder emails before the document expires.
5. The task must be renewed before it expires: To remain compliant, the vendor or contractor must upload an updated document and resubmit the task before the expiry date.

Expiry notifications

ContractorOS automatically sends reminder emails before a task expires so there is time to renew the required document.

• 30 days before the expiry date
• 7 days before the expiry date
• 1 day before the expiry date

Vendors also receive notifications for contractor tasks that are approaching their expiry date.

What happens when a task expires?

If a task is not renewed before its expiry date, ContractorOS automatically updates the task and compliance status.

• The task status changes to Expired.
• Email notifications are sent:
  • If a vendor task expires, the vendor contact is notified.
  • If a contractor task expires, both the contractor and their vendor contact are notified.
• Compliance status is updated:
  • If a vendor task expires, the vendor and all contractors associated with that vendor become Non-Compliant.
  • If a contractor task expires, only that contractor becomes Non-Compliant.
• If your site uses the ContractorOS integration with VisitorOS, contractors who attempt to sign in while marked Non-Compliant due to an expired task will be flagged during sign in, and their host will be notified.