Your own record types
Create the record types your workspace needs — Insurance, Contract, Iqama, License or anything else. Each type gets its own colour-coded chip and filter slicer.
Trackords is a complete expiry-tracking workspace — record management, smart email reminders, secure file attachments, multi-user teams and a full audit log. Every feature is free for every user.
Watch
Creating a record with a custom type and fields — hover to replay.
Everything you're tracking, at a glance.
Additional fields
No additional fields for this type yet.
01 · Record management
Bring everything that renews under one roof — subscriptions, visas, passports, contracts, licenses, insurance policies, domain registrations, certifications and more.
Fields for Insurance policy
Create the record types your workspace needs — Insurance, Contract, Iqama, License or anything else. Each type gets its own colour-coded chip and filter slicer.
Tag each record as monthly, quarterly, yearly or one-time so the records list tells the renewal story at a glance.
Add the fields each type should capture — a vendor, a country, a reference number (visa number, contract ID, policy number), an amount and more. They show on the form, the record view and CSV export.
Mark each record as Active, Cancelled or Archived. Inactive records stop firing reminders but stay searchable.
02 · Smart reminders
Give each record up to three reminders — a number of days before expiry or a fixed calendar date — and Trackords emails everyone in your workspace as each deadline nears. Nothing slips, nobody has to remember to check.
Reminders *
Up to 3 per record · days before expiry or a fixed date
Additional email to receive reminder
Each reminder sends one email to everyone in your workspace, plus an optional extra address you set on the record — so the right people always see it.
Even if the cron job runs twice in a day, each record gets exactly one reminder per scheduled day. No duplicate emails, ever.
Choose up to three reminders per record — say 90, 30 and 7 days before, or an exact calendar date. New records start at 35, 10 and 5 days, which you can change anytime. You can also send a notification on the expiry date itself.
Clean HTML emails with a direct link to the record. No marketing fluff, no tracking pixels, no third-party services.
03 · Teams & access
Invite teammates, pick a role for each and stay fully isolated from every other workspace.
Workspace members
Admin (full control), Editor (manage records), Viewer (read-only). Permissions are enforced at the route, the controller and the database.
Every database query is scoped by account ID. Two teams using the same hosted instance can never see each others data.
Invite as many teammates as you need. There is no per-seat fee because there is no fee.
Every new admin verifies their email before they can sign in, blocking trivial sign-up abuse.
04 · Security & privacy
Sensible defaults that mean you don't have to think about the boring parts of security.
Audit log
Passwords stored with bcrypt at cost factor 12. Minimum length 10 characters, enforced server-side.
Every form submission carries a per-session token, verified on the server before any state changes.
File attachments live outside the public web root and are validated by MIME type before being saved.
Every record edit, every login, every deletion is logged with the actor, the IP and the timestamp. Admin-only access.
05 · Data portability
Bring data in, take data out, any time, no friction.
Bulk-load existing records from a spreadsheet. Download the sample template, fill it in, upload. Errors are reported per row.
Export every record in your workspace to CSV with a single click. Filtered exports respect your current view.
Email info@trackords.com to delete your account, every record and every attachment permanently.
All data lives on EU servers. No transfers to third countries, no behavioural tracking, no third-party data brokers.
Create your account and add your first record in under a minute.
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