What is Document Expiration?
Document Expiration lets you set a deadline for families to sign enrollment forms, contracts, and other important documents. Once the deadline passes, the document automatically expires and can no longer be signed.
This feature helps you manage time-sensitive agreements like enrollment contracts, field trip permission forms, and emergency contact updates — ensuring families respond promptly and outdated documents don't get signed by mistake.
Why Use Document Expiration?
Setting expiration dates gives you better control over your enrollment and administrative workflows:
- Ensures contracts are signed within your enrollment window
- Prevents outdated forms from being submitted
- Reduces manual follow-up by automatically marking expired documents
- Shows expiration status clearly in your dashboard
- Displays expiry notices directly on the document for families
- Sends optional reminder notifications to encourage timely completion
How to Enable Document Expiration
You can set a default expiration period that applies to all documents. You'll also have the option to adjust this on individual documents when needed.
Setting Up Default Expiration
- Click Payments in the left navigation
- Select Documents
- Click Settings, then choose Documents from the menu
- Scroll to Expiration Settings
- Toggle the switch to activate document expiration
- Enter the default number of days before documents expire
- (Optional) Enable reminder notifications to be sent 1 day before expiry
[SCREENSHOT: Documents Settings page showing Expiration Settings toggle and default days field]
What Happens When a Document Expires?
When a document reaches its expiration date, Enrollio automatically takes these actions:
- Updates the document status to Expired in your document list
- Shows an expiration notice when families try to access the document
- Disables signature fields and form inputs to preserve document integrity
- Keeps the document visible in your dashboard for reference
If a family needs more time, you can resend a new copy of the document or reach out to them directly.
[SCREENSHOT: Expired document view showing status badge and message displayed to families]
Reminder Notifications
You can send families a reminder email 1 day before a document expires. This helps reduce delays and ensures families don't miss important deadlines.
Customizing Reminder Emails
Reminder emails can be customized to match your center's branding:
- Subject line
- Email body content
- Sender name and branding
You can enable reminders globally in settings (applies to all documents) or turn them on for specific documents as needed.
[SCREENSHOT: Reminder email settings showing subject line, body content, and preview]
Frequently Asked Questions
Can I change the expiry date after sending a document?
No. Once you send a document, the expiration date is locked. If you need to extend the deadline, create and send a new document to the family.
Are reminder emails sent automatically?
No. You need to enable reminder notifications either in your global settings or on individual documents. They're not turned on by default.
What happens to expired documents?
Expired documents remain in your dashboard marked as "Expired" so you have a complete record. Families can't sign or edit them, but you can view them anytime for reference.
Will families be notified when a document expires?
Families will see an expiration message if they try to access an expired document, but they won't receive an automatic notification when it expires. If you want to notify them after expiry, you'll need to reach out separately.
Can I turn off document expiration after enabling it?
Yes. Return to the Documents Settings page and toggle the feature off. Any documents already sent with expiration dates will keep their original settings.
What timezone is used for expiration?
Expiration is calculated using your center's timezone (set in your account settings), not the family's location. This keeps timing consistent across all your documents.