--- title: "Data Validation: Tracking Expiry Dates" description: "Track Expiry Date lets you set an expiry date on a document, so Crew are prompted to resubmit it once that date has passed. Use it for documents that need re-checking over time, such as a licence or right-to-work document.\n\nBy the end of this guide, you will be able to set up expiry date tracking on a validated Sub-section, and know what happens when a Crew Member's document is about to expire or has already expired (data validation)." --- [Skip to content](https://help.liveforce.co/en/admin/tracking-expiry-dates#main-content) [![Liveforce](https://help.liveforce.co/hs-fs/hubfs/Liveforce-logo.png?width=122&height=24&name=Liveforce-logo.png)](https://liveforce.co/) Open main navigation Close main navigation - [Log In](https://admin.liveforce.co/) [Log In](https://admin.liveforce.co/) Admin Knowledge Base - There are no suggestions because the search field is empty. 1. [Admin App](https://help.liveforce.co/en/admin?hsLang=en) 2. [Workforce Management](https://help.liveforce.co/en/admin/workforce-management?hsLang=en) 3. [Data Validation](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#data-validation) October 20, 2026 # Data Validation: Tracking Expiry Dates ## By The End Of This Guide, You Will Be Able To Set Up Expiry Date Tracking On A Validated Sub-Section, And Know What Happens When A Crew Member's Document Is About To Expire Or Has Already Expired. Track Expiry Date lets you set an expiry date on a document, so Crew are prompted to resubmit it once that date has passed. Use it for documents that need re-checking over time, such as a licence or right-to-work document. By the end of this guide, you'll be able to set up expiry date tracking on a Sub-section, and you'll know what happens when a Crew Member's document is about to expire or has already expired. ### Setting Up Before an Admin can turn on Track Expiry Date, the Sub-section needs an existing Date Picker field. The toggle stays greyed out until you add one. ![image4](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image4.png?width=670&height=419&name=image4.png)*Profile Data*  Click the TRACK EXPIRY DATE toggle to turn it on. If the Sub-section has more than one Date Picker field, select which one to use for the Expiry Date ![image7](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image7.png?width=670&height=419&name=image7.png)*Track Expiry Date* Click NEXT, then click FINISH. ![image10](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image10.png?width=670&height=419&name=image10.png) *Next and Finish Buttons* Click PUBLISH CHANGES. ![image14](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image14.png?width=670&height=419&name=image14.png)*Publish Changes* When you turn on Track Expiry Date, the linked Date Picker field automatically becomes required, so Crew must complete it. If you turn off Validate Sub-section Data, Track Expiry Date is turned off automatically as well. ### Crew Submitting a Date Crew are prompted to provide an expiry date on their Profile in the Crew App. ![image5](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image5.png?width=670&height=377&name=image5.png) *Crew Data Validation Section* Crew add the relevant Profile Data. ![image6](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image6.jpg?width=670&height=379&name=image6.jpg) *Crew Profile Data*  The Crew selects the date. ![image1](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image1.png?width=670&height=378&name=image1.png) *Crew Expiry Date Selection* And saves the data. ![image11](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image11.jpg?width=670&height=379&name=image11.jpg) *Crew Save Data* ### Admin Reviewing the Date Open the Crew Profile from the Workforce Page. ![image2](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image2.png?width=670&height=419&name=image2.png) *Workforce Page* Use the dropdown menu and click on the relevant Profile Data ![image13](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image13.png?width=670&height=419&name=image13.png)*Workforce Profile Dropdown Menue* Admin can now view the date. ![image3](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image3.png?width=670&height=419&name=image3.png) *Date View* If you need to correct the date yourself, open the Crew Member's Record and amend the expiry date directly. This is logged in the record's history. A Crew member can also change the expiry date themselves by submitting a new answer. ![image9](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image9.png?width=670&height=419&name=image9.png) *Data History* ### Expiring and Expired EXPIRING — shown when the expiry date is within 30 days. The record's status stays VERIFIED, and the Crew member remains VALID. ![image8](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image8.png?width=670&height=419&name=image8.png)*Expiring Status* EXPIRED — shown once the expiry date has passed. The Crew data becomes INVALID and must be resubmitted. ### Notifications Crew receive reminder emails at 30, 7, and 1 day before their expiry date. On the day of expiry, Crew receive a final email telling them the item has expired, and a new submission is required. ### Resubmitting After Expiry Once expired, the Crew member is prompted to resubmit on their Profile. All previous answers are cleared, so the Crew member submits a fresh set of answers, including a new expiry date. ![image5](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image5.png?width=670&height=377&name=image5.png) *Crew Data Validation Selection* Once resubmitted, the record returns to REVIEW for the Admin to check again. ![image12](https://help.liveforce.co/hs-fs/hubfs/Tracking%20Expiry%20Dates/image12.png?width=670&height=419&name=image12.png)*Review Status* - [Training Academy](https://help.liveforce.co/en/admin/training-academy?hsLang=en) - [The Basics](https://help.liveforce.co/en/admin/the-basics?hsLang=en) - [Boards](https://help.liveforce.co/en/admin/boards?hsLang=en#main-content) - [Timezones](https://help.liveforce.co/en/admin/boards?hsLang=en#timezones) - [Job Scheduling](https://help.liveforce.co/en/admin/job-scheduling?hsLang=en#main-content) - [Multiple Day Jobs](https://help.liveforce.co/en/admin/job-scheduling?hsLang=en#multiple-day-jobs) - [Basics](https://help.liveforce.co/en/admin/job-scheduling?hsLang=en#basics) - [Managing](https://help.liveforce.co/en/admin/job-scheduling?hsLang=en#managing) - [Job Fulfilment](https://help.liveforce.co/en/admin/job-fulfilment?hsLang=en#main-content) - [Methods](https://help.liveforce.co/en/admin/job-fulfilment?hsLang=en#methods) - [Multi Day Jobs (1)](https://help.liveforce.co/en/admin/job-fulfilment?hsLang=en#multi-day-jobs-1) - [Portfolio Sharing](https://help.liveforce.co/en/admin/job-fulfilment?hsLang=en#portfolio-sharing) - [Basics](https://help.liveforce.co/en/admin/job-fulfilment?hsLang=en#basics) - [Workforce Management](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#main-content) - [Managing](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#managing) - [Profiles](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#profiles) - [Data Validation](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#data-validation) - [Tags](https://help.liveforce.co/en/admin/workforce-management?hsLang=en#tags) - [Status Page](https://help.liveforce.co/en/admin/status-page?hsLang=en) - [Communications](https://help.liveforce.co/en/admin/communications?hsLang=en) - [Tables](https://help.liveforce.co/en/admin/tables?hsLang=en) - [Platform Set Up](https://help.liveforce.co/en/admin/platform-set-up?hsLang=en#main-content) - [General](https://help.liveforce.co/en/admin/platform-set-up?hsLang=en#general) - [Workforce Configuration](https://help.liveforce.co/en/admin/platform-set-up?hsLang=en#workforce-configuration) - [Profiles](https://help.liveforce.co/en/admin/profiles?hsLang=en#main-content) - [Settings](https://help.liveforce.co/en/admin/profiles?hsLang=en#settings) - [Reports](https://help.liveforce.co/en/admin/profiles?hsLang=en#reports) - [Data](https://help.liveforce.co/en/admin/profiles?hsLang=en#data) - [Timesheets and Payments](https://help.liveforce.co/en/admin/timesheets-and-payments?hsLang=en) - [Invoicing](https://help.liveforce.co/en/admin/invoicing?hsLang=en#main-content) - [Payment Reports](https://help.liveforce.co/en/admin/invoicing?hsLang=en#payment-reports) - [Getting Started](https://help.liveforce.co/en/admin/invoicing?hsLang=en#getting-started) - [Approval Process](https://help.liveforce.co/en/admin/invoicing?hsLang=en#approval-process) - [Invoicing Section](https://help.liveforce.co/en/admin/invoicing?hsLang=en#invoicing-section) - [Invoicing Submission Types](https://help.liveforce.co/en/admin/invoicing?hsLang=en#invoicing-submission-types) - [Contact Support](https://help.liveforce.co/en/admin/contact-support?hsLang=en) - [FAQs](https://help.liveforce.co/en/admin/faqs?hsLang=en) [![Liveforce logo](https://help.liveforce.co/hs-fs/hubfs/Liveforce-logo.png?width=122&height=24&name=Liveforce-logo.png "Liveforce logo")](https://liveforce.co/) Admin App | Knowledge Base