Expiry and survey tracking are driven by three fields on the certificate: its Expiration date, its Next survey due date, and its Remind days before.
Each certificate is tracked against its next upcoming deadline:
- When Next survey due is set, that survey deadline is what the register tracks next.
- Otherwise, the certificate is tracked against its Expiration date.
Once a periodic survey is completed and you advance or clear Next survey due, tracking moves to the new survey date or on to the Expiration date.
From that deadline:
- A certificate is on the Expired tab once the deadline is in the past — with a red Expired chip when the expiration date has passed, or a red Survey overdue chip when the survey deadline has passed. On the day of the deadline itself it is still valid for the rest of the day and is not yet counted as expired.
- A certificate is on the Expiring tab once its reminder window has opened — from deadline minus Remind days before through the deadline itself — with a yellow Expiring or Survey due chip in the Status column.
Certificates with neither an expiration date nor a next survey date are never reported as expiring or expired, and archived certificates drop out of all counts, reminders and the calendar.
Because the Expiring tab and the alert counts work from the reminder window, a certificate with Remind days before left empty is never listed under Expiring: it goes straight to Expired once its deadline passes. Set the value — it defaults to 90 days when adding — on anything you want warning about in advance.
Where deadlines show up
- Certificates → Overview and each category page, on the Expiring and Expired tabs (with their counts) and in the table's Status column.
- The Alerts widget on the vessel dashboard, as Expiring Certificates, Expired Certificates and Missing Certificates rows marked Vessel Certificates. Expired (including overdue surveys) and missing rows are red and listed first, expiring (including survey due) rows are yellow, and a row only appears while its count is above zero. Clicking a row opens the certificate overview already switched to the matching tab.
- The vessel Calendar, where under the Document expirations filter each dated certificate appears on its expiration day as Expires: "…" and, if Next survey due is set, on its survey deadline as Survey due: "…". Clicking an entry shows Expires or Survey due with the date and days remaining (or overdue), the document number, tags, issuer, description and note, plus an Open link to the certificate that is active for users who may edit its category.
The counts follow your permissions: you only see numbers for the certificate categories you are allowed to view.
Notifications
Once a day Nauticare checks every non-archived certificate that has a next survey date or an expiration date, and sends a notification:
- when an expiration date first enters its reminder window, "… is expiring soon", and when it has passed, "… has expired";
- when a survey deadline first enters its reminder window, "… survey due", and when it has passed without being updated, "… survey overdue".
In the app, clicking the notification opens the certificate. The email version also gives the due date and an Open certificate button.
Each stage fires once for a given date, not every day. When you record a survey or renew the certificate to a later date, that new date will notify afresh when its own window opens. For this daily check a certificate with no Remind days before set is treated as 14 days, so it still sends a notification two weeks ahead even though the register does not list it under Expiring.
Notifications go to everyone attached to the vessel — its crew and the company users who manage it — who is allowed to view that certificate's category. They appear on the Notifications and Alerts page, and you choose how you receive them under Account → Notifications: the Vessel Documents & Certificates group has rows for Document or certificate expiring and Document or certificate expired, each with an Email, Mobile and In-App switch. In-app is on by default and the other two are off, so switch email on if you want the reminder in your inbox. These choices are yours alone and apply to every vessel you are on.