Contents of this article are applicable to the following users
Tier: NA
Product: HRAny
Platform: Web
Access Level: Owner/Manager
Learn how to monitor staff contract expiry dates, download the Contract Expiry Dashboard report, and set up monthly email reminders. This feature is now only available for Indonesian-based Organizations.
This guide will cover how to:
View the Contract Expiry Dashboard
The Contract Expiry Dashboard lists staff whose Contract Expiry Date falls within the selected date range.
Go to Reports > Contract Expiry Dashboard.
Select a start date and end date. You can select a range of up to 12 months. The dashboard filters contract expiry dates within that selected range
Use Search staff name to find a staff member in the results.
Use the Entity, Department, or Home Section column filters to narrow the results when available.
Click Download Report to download the current date-range results. The button is unavailable while results are loading, if the report cannot be loaded, or when there are no matching staff.
The report includes Employee ID, Employee Name, Entity, Department, Home Section, and Contract Expiry Date.
Note:
The dashboard is available when
Contract Expiry Date is enabled for your organization (Indonesian Organisations)
Your permission group includes Access Contract Dashboard.
Set up contract expiry email reminders
Only Owners can save this setting. Before enabling reminders, make sure the relevant staff have a Contract Expiry Date recorded.
Go to Settings > Notifications.
Under Contract Expiry Date Reminder, select Send monthly contract expiry date email reminders.
Under Send reminder to, select one or more recipient groups or individual active Owners and Managers.
Click Save.
Note:
The reminder is sent on the first day of every month at 9:00 AM in your organisation's timezone. It covers contracts expiring in the next calendar month and includes a View Contract Dashboard link for that month.
When you select all Owners or all Managers, the recipient group updates automatically. A person included through a role and also selected individually receives one email only. At least one recipient is required while the reminder is enabled.
FAQ
Q: Which organisations can use this feature?
A: The Contract Expiry Dashboard and email reminder are available only to organisations in Indonesia, on the web app.
Q: Why can't I see the Contract Expiry Dashboard?
A: Contract Expiry Date must be enabled for your organisation, and your permission group must include Access Contract Dashboard. An explicit deny in your permission group prevents access.
Q: Why does the dashboard show no staff?
A: The dashboard only lists staff with a Contract Expiry Date inside the selected date range. Staff without a Contract Expiry Date do not appear. Pending and inactive staff can still appear when their date is in range.
Q: Why can't I select or load my date range?
A: Select both a start date and an end date. The range can be up to 12 months. A longer range is not loaded until you choose a shorter one.
Q: Why can't I download the report?
A: Download Report is unavailable while results are loading, when the report cannot be loaded, or when there are no matching staff. The download uses the selected date range.
Q: Who can turn on or change the email reminder?
A: Only an Owner can save the reminder setting. The setting is available only when Contract Expiry Date is enabled. Managers can receive reminders but cannot change this setting.
Q: Why can't I save the email reminder?
A: When the reminder is enabled, select at least one recipient. Individual recipients must be active Owners or Managers. The feature is not available for organisations outside Indonesia.
Q: When is the reminder sent, and what is included?
A: The reminder is scheduled on the first day of each month from 9:00 AM in your organisation's timezone, with up to a five-minute scheduling variation. It covers the next calendar month. For example, a July run covers 1 to 31 August. The email includes a View Contract Dashboard link set to that month.
Q: What if I enable the reminder after this month's scheduled run?
A: The first reminder is scheduled for the next available monthly run. It does not send a catch-up email for a run that has already passed.
Q: What if no staff have a contract expiring next month?
A: Eligible recipients still receive a reminder email showing zero staff with expiring contracts.
Q: How do role-based and individual recipients work?
A: You can select all Owners, all Managers, or individual active Owners and Managers. Role-based recipients update automatically. Someone selected both by role and individually receives one email only.
Q: Why didn't a selected recipient receive an email?
A: A recipient is skipped if they are no longer an active Owner or Manager, no longer exist in the organisation, or do not have a valid email address. Other eligible recipients can still receive their reminders.