Manage compliance expiry dates
Add, review and correct issue, inspection, renewal and expiry dates so Estavo can display an accurate property compliance status.
Compliance dates help Estavo organise property records and identify items that are current, approaching expiry, expired or incomplete. The displayed status depends on the information saved against each record.
How compliance dates work
A compliance record may contain several dates. Each date has a different purpose and should match the relevant certificate, inspection report or licence.
Avoid estimating certificate dates. Enter the issue and expiry information shown on the final supporting document wherever possible.
Understand the available date fields
Entering the issue date as the expiry date may cause a new certificate to appear immediately expired.
Add or update an expiry date
Open Compliance
Select Compliance from the main Estavo navigation.
Find the compliance record
Search by property, certificate type, reference or current status.
Select Edit
Open the record details and review the existing date information.
Enter the expiry date
Use the date shown on the certificate, licence or inspection report.
Save the record
Confirm the expiry date and resulting status are correct.
Understand how the status may change
Valid
The expiry date has not been reached and the record is otherwise complete.
Expiring soon
The record remains valid, but the expiry date falls within the system’s warning period.
Expired
The expiry date has passed and a replacement or renewal should be reviewed.
Missing
A required date, certificate or other key record information has not been added.
Review records approaching expiry
- Open the Compliance list or dashboard.
- Filter by Expiring soon where available.
- Review the property address and compliance type.
- Confirm the recorded expiry date.
- Open the supporting certificate to verify the date.
- Review any diary or renewal reminder.
- Arrange the inspection, assessment or renewal externally.
- Add the replacement record when the new document is issued.
The expiry status is a record-management aid. Arrange inspections and renewals early enough to avoid gaps in the required documentation.
Correct an incorrect expiry date
Open the compliance record
Confirm the property and certificate before making changes.
Open the supporting document
Verify the correct date directly from the certificate or report.
Select Edit
Replace the incorrect date with the verified expiry date.
Review related dates
Confirm the issue, inspection and renewal dates remain correct.
Save and review the status
Confirm the record now displays the expected valid, expiring or expired status.
Handle a record with no expiry date
Some documents may not contain a fixed expiry date. Use the no-expiry option only where that accurately reflects the document.
Leave expiry blank
Use where the system permits a record without an expiry date and the document genuinely has none.
Use a review date
Add a separate review or renewal date where the record should still be checked periodically.
Add an explanatory note
Record why the document does not contain a fixed expiry date.
Retain supporting evidence
Upload the document showing the relevant issue, result or validity information.
Where no expiry date is shown, do not create one merely to complete the field. Record the document accurately and use a separate review date if needed.
Handle an expired record
- Confirm the expiry date is correct.
- Open the certificate and verify the property.
- Review whether a newer certificate already exists.
- Arrange the required renewal or inspection externally.
- Retain the expired record and its supporting document.
- Add the new certificate as a renewal or new record.
- Confirm the current property status updates correctly.
- Review any outstanding reminders or diary entries.
When a new certificate is issued, retain the historical record and create the renewal rather than changing the old document’s dates.
Use a separate renewal date
A renewal date can be earlier than the certificate expiry date. It provides a practical point for starting the renewal process.
Common expiry-date problems
A new certificate appears expired
Check whether the issue date was entered in the expiry-date field.
The record remains valid after expiry
Refresh the page and confirm the saved expiry date and record status.
The record has no status
Check whether the required certificate, date or status fields are incomplete.
The warning appears too early
Review the renewal date, reminder settings and the configured warning period.
A renewed certificate still shows expired
Confirm the new certificate is saved as the current record and has the correct dates.
Two records show as current
Review the dates and archive or mark the earlier record as historical where appropriate.
The expiry dates are accurate
The next guide explains how to renew a compliance record while retaining the previous certificate and compliance history.
Continue to renew a compliance record