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Expire Notifications

IceHrm can automatically notify users about expiring documents. When defining document types, you can specify how many days before expiry the system should send notifications.

How It Works​

When you configure a document type with an expiry notification setting, IceHrm sends email alerts to users before their documents expire.

Expiry Notification Email

Setting Up Expiry Notifications​

Step 1: Configure Document Type​

When defining document types, set the notification days:

  1. Go to Manage > Documents > Document Types

  2. Create or edit a document type

  3. Set the Expiry Notification Days field

  4. Save

Example​

Document Type: Passport
Expiry Notification Days: 30

Result: Users receive an email 30 days before their passport expires

Notification Settings​

Two settings control expiry notification behavior:

SettingDescription
Notifications: Send Document Expiry EmailsEnable or disable expiry notifications. Set to No if you don't want expiry emails.
Notifications: Copy Document Expiry Emails to ManagerWhen enabled, expiry alerts are also sent to the employee's manager.

How to Configure​

  1. Go to System > Settings

  2. Find the notification settings

  3. Configure as needed

  4. Save

Cron Job Requirement​

Important

The notification cron job must be properly configured for expiry notifications to work. See the post-installation section for cron setup details.

Without the cron job running, the system cannot automatically check for expiring documents and send notifications.

Quick Reference​

TaskLocation
Set expiry notification daysManage > Documents > Document Types
Enable/disable expiry emailsSystem > Settings > Notifications: Send Document Expiry Emails
Copy emails to managerSystem > Settings > Notifications: Copy Document Expiry Emails to Manager

Best Practices​

  1. Set Reasonable Lead Time - Configure enough days before expiry for users to take action (e.g., 30 days)
  2. Enable Manager Notifications - Managers can help ensure document renewals happen on time
  3. Verify Cron Setup - Ensure the cron job is running for notifications to be sent
  4. Test the System - Upload a test document with a near expiry date to verify notifications work