HR teams
Employee IDs, work permits and certificates, per person.
Passports, ID cards, permits, certificates, insurance policies, contracts — keep every document with its expiry date and scan in one secure place, and get reminded before any of them runs out.
Built for documents
Nobody notices an expired document until it is needed: at the border, in an audit, when a claim is filed or a tender is submitted. By then it is too late to renew in time.
Trackords gives every document its own record with the expiry date, the reference number, the owner and the scan, and colour-codes the whole list by how soon each one expires.
UK Passport · J. Smith
Expires 04 Jul 2026 · Active
30
days left
Who it’s for
Employee IDs, work permits and certificates, per person.
Permits, licences and certificates ready for every audit.
Trade licences, registrations and insurance in one list.
Passports, ID cards and driving licences for the whole household.
Fields for Insurance policy
Create a type for each kind of document — Passport, Work permit, Certificate, Policy — and give it the fields you need: number, issuing country, issuer, holder.
Import an existing spreadsheet in minutes: the import wizard matches your columns to fields and checks every row before saving.
Renewals take time: appointments, forms, processing. Set up to three reminders per document, for example 90, 30 and 7 days before expiry, plus an alert on the day itself.
Reminders reach the owner or the whole team, and a weekly digest lists everything that is expired or due within 30 days.
To: you@company.com, finance@company.com
Subject: Office insurance expires in 30 days
Office insurance
Expires 04 Jul 2026
FAQ
Any document with an expiry date: passports, ID cards, residence and work permits, driving licences, professional certificates, trade licences, insurance policies, contracts, warranties and safety certificates.
Yes. Attach PDF, image, Word or Excel files to any record. Files are stored privately outside the public web root and only people in your workspace can open them.
It depends on how long a renewal takes. Passports and residence permits often need two to three months, so many teams use reminders at 90, 30 and 7 days. Each record can have its own schedule.
Yes. Every feature is free, for any number of users, within a fair use policy.
The six-month passport validity rule: what it means, how airlines apply it, the blank-pages requirement, family travel and how far ahead to renew.
Read the guideHow HR teams build a reliable visa and work-permit expiry process: document inventory per employee, owners, lead times by type and right-to-work risks.
Read the guideBusiness insurance renewal checklist for medical, fleet, property, liability and cyber cover: a 60-90 day review, claims history, quotes and documents to keep.
Read the guideCreate a free workspace, add your documents, and Trackords will warn you before each one expires.