How do you set up expiry tracking in InstantDrive?

Last updated: 5 November 2026

What does Expiry Radar track?

Expiry Radar lists every active document that has an expiry date, sorted by that date. It groups documents under six authorities by category: DED for trade licences, ICP for Emirates ID, passports and visas, MOHRE for labour documents, RERA for Ejari and tenancy contracts, CBUAE for bank documents, and FTA for VAT and tax papers. A document whose category matches none of these is grouped under DED.

A document with no expiry date does not appear. Getting the date in is therefore the first job.

How do expiry dates get into documents?

There are two ways. The reading engine finds an expiry date on many UAE documents when you upload them, and the file name then ends with Exp and the date. You can also type the date yourself.

Step 1: Open the document in the vault and choose the Edit Metadata tab.

Step 2: Check the Document Category. The category decides which authority the document is grouped under.

Step 3: Enter the Expiry Date in the Expiry Date field and save.

Step 4: Repeat for documents where the date was missing or wrong. Open Expiry Radar afterwards to confirm they appear.

How do you read the status ladder?

Each document gets a status from the number of days left today.

The summary at the top counts documents in each band. Use the authority and urgency filters and the search box to narrow the list.

What is the estimated penalty?

For expired documents the radar shows an estimated penalty in AED. It is calculated from rates stored in the InstantDrive code for each authority, using the number of days or months overdue. These are estimates only and are not official figures. Check the amount with the issuing authority before you plan around it.

A document whose category does not match an authority is estimated with the DED rates, so treat the estimate on unusual categories with extra caution.

How do you run a sweep?

Step 1: Open Expiry Radar & Compliance from the sidebar.

Step 2: Choose Run Compliance Sweep. The button shows Sweeping while it runs.

Step 3: Read the confirmation. It states how many records were scanned and how many tasks were created.

Step 4: Open Company Tasks to see the new items. Their titles start with Statutory Action and name the authority and the entity. The due date is the document expiry date.

The sweep creates a task for documents that are expired, critical or urgent. Documents in the approaching band get no task. A document that already has an open task is skipped, so running the sweep again does not create duplicates. Expired and critical documents get urgent priority and urgent-band documents get high priority.

A fictional example

Marina Freight Services LLC, a fictional company, uploads its trade licence, ten Emirates IDs and a tenancy contract. The Emirates ID for one driver shows Urgent with 12 days left and the tenancy contract shows Approaching with 25. The finance manager runs the sweep. It creates one task for the driver and none for the tenancy contract. She adds a calendar reminder herself for the contract.

What is a good weekly review routine?

Because nothing runs on its own, make the check a fixed habit. Pick one weekday and one person.

Step 1: Open Expiry Radar & Compliance and run the sweep.

Step 2: Read the Expired and Critical rows first and assign an owner in Company Tasks.

Step 3: Scan the Approaching band and set your own reminders for those items.

Step 4: Check last week's uploads for documents with no expiry date and add them in Edit Metadata.

Step 5: After a renewal, upload the new document with its new expiry date. Delete the old one only after the new one is stored and checked.

What does expiry tracking not do?

It does not send scheduled emails, SMS or push messages to anyone. Nothing runs by itself on a timer, and the sweep only runs when a user chooses it. It does not check dates against government records, does not renew anything, and does not file anything with an authority. The status depends fully on the dates stored in your documents, so a wrong date gives a wrong status.

For help setting up your first routine, write to [email protected].