Everything about Trackords

Trackords is a free online platform for tracking expiry and renewal dates of subscriptions, visas, passports, contracts, licenses, insurance policies and any other dated record. It sends automatic email reminders before each deadline so you never miss a renewal.

Yes. The Free plan is fully featured with no credit card, no trial period and no usage caps. There are no paid tiers; we only ask that you use Trackords within a fair use policy so it stays fast and free for everyone.

You can track anything with an expiry or renewal date: SaaS subscriptions, software licenses, streaming services, work and tourist visas, residency permits like Iqama, passports, national IDs, contracts (MSA, NDA, supplier agreements), insurance policies, domain registrations and certifications. Administrators can also create their own record types and add custom fields to each type, so every record stores exactly the details that matter to you.

Yes. Admins manage record types on the Types and Fields page — create a type (for example "Insurance policy" or "Equipment warranty"), then add the custom fields it should capture, such as a policy number, a vendor, a country or an amount. Each type shows its own fields on the record form, and those fields appear on the record view and in CSV export. Existing records keep working as you refine your types.

You decide. Each record can have up to three reminders, and you choose how each one fires — a set number of days before the expiry date, or a specific calendar date. New records start with 35, 10 and 5 days as a default you can change, remove or switch to fixed dates; a record can also have no reminders at all. Every reminder sends one email to everyone in your workspace, plus any extra address you add to the record.

No. The reminder engine is idempotent — every record gets at most one email per scheduled day. If your record expires on July 1, you receive exactly one 30-day-out email on June 1 and one 10-day-out email on June 21.

Yes. Invite teammates by email and assign each one a role: admin (full control), editor (manage records) or viewer (read-only). Every workspace is fully isolated from every other workspace so teams cannot see each others data.

Yes. Passwords are hashed with bcrypt (cost 12), file uploads are stored outside the web root and validated by MIME type, every record edit is recorded in an immutable audit log, and every database query is scoped by account ID so multi-tenant data cannot leak across workspaces.

Yes. Trackords has a built-in CSV importer. Download the sample template from the Import page, fill in your existing records, and upload the CSV — Trackords validates each row and reports any issues before inserting.

Yes. Export all your records to CSV at any time from the Records page. You own your data and can take it with you whenever you want.

Yes. Every record can hold multiple file attachments — typical use is the PDF copy of a contract, a visa scan or an insurance certificate. Files are stored encrypted on disk outside the public web root.

If the reminder cron job is missed for a day (server downtime, scheduling error), the engine does not backfill that exact day. However, because most records have several reminders at different lead times, missing a single day rarely matters: if one reminder is lost, the later ones still reach you before the deadline.

Yes. Contact info@trackords.com and we will permanently delete your account, every record in your workspace, every attachment and every log entry tied to your account. We do not keep backups of deleted data.

Trackords is designed with privacy in mind: minimal personal data is collected (just your email and name for account access), data is fully isolated per workspace and you can request full data export or deletion at any time. Hosting is in the European Union.

Spreadsheets do not send reminders. They do not enforce who can edit what. They scatter across email attachments. Trackords centralises every expiry date, automatically emails the right people before deadline, keeps a full audit trail of changes, and stays accessible from any device with a browser.

Most paid renewal trackers charge per user per month and lock advanced features behind tiers. Trackords gives every feature to every user for free — including multi-user workspaces, file attachments, CSV import/export, audit log and unlimited records.

Email info@trackords.com and explain what you need. Most of the current feature list came from user suggestions.