Contract Calendar and Tasks — Rent, Insurance, Licence and Inspection Expiries and Document-Linked Work

1. What these two windows are for

The Contract calendar gathers the company's own time-bound obligations in one place: rent, insurance, software licence, maintenance/service contract, inspection, certificate and subscription expiries. Warranty and calibration dates of maintenance assets, vehicle inspection/insurance dates, driver licences and employee certificates, periodic medical examinations, probation periods and employment-contract ends also appear in the same calendar, read from their own modules — no date is entered twice. Tasks track work linked to an invoice, order, account card, production order, framework agreement or recall case (assignee + due date).

2. Recording a contract

Management › Contract calendar › Contracts › New contract. Type, title and end date are required; counterparty (account code), policy/contract number, subject (vehicle plate, stock/equipment code, employee), start, notice period (days), renewal period (months), amount, currency, payment period and assignee are optional. If Renews automatically is ticked, the contract moves to a new period by itself unless termination is notified within the notice period. The contract PDF is attached in the card's Contract document section. Recording and changing need the Manage contract calendar permission; accounting and personnel permissions can view the calendar.

3. End date, notice deadline and holiday shift

Each contract produces two calendar items: the end date (the day written in the contract — not shifted even on a holiday) and, if a notice period is entered, the notice deadline = end date − notice days. If the notice deadline falls on a weekend or public holiday it is moved to the previous working day (so the notice is not late); the holiday list is read from the official-obligations package of the company's country. If the list does not cover that year, the calendar says so. The calculation uses the same rule language as the deadlines in Official Obligations.

4. Renew, terminate, automatic renewal

Renew opens a new period record (if the new end date is empty, one renewal period later) and the old record becomes Renewed; the old period's amount and dates are not overwritten, and the card shows the Renewal history. Terminate closes the record. When an automatically renewing contract passes its end date the reminder job opens the new period itself (several past periods become separate records); a non-automatic contract becomes Expired and is reported to its assignee, then the supervisor and managers. If a wrongly opened last period is deleted, the previous period becomes active again; a record that has a later period cannot be deleted.

5. Upcoming items and yearly calendar

The Upcoming tab lists items that are overdue or end within the chosen window (30–365 days); the Yearly calendar shows the same items in 12 month boxes coloured by type. Colours: red overdue, orange approaching (within the warning days), green later. The source filter (Contract, Maintenance, Vehicle, Driver, Human resources, Measuring device) narrows the calendar. Clicking a maintenance item opens the Maintenance window's calendar; clicking a contract item opens the contract card. The same items also appear, in a separate colour from the official filings, in Official Obligations › Internal.

6. Reminder rules and escalation

If no rules are defined the defaults apply: for contracts 90 and 60 days before the end, for all items 30 and 7 days before and on the end date to the assignee; on a contract's end date also to managers. In the Reminder rules tab choose the scope (all records / source / type), days (negative = after the end) and recipient (assignee, their supervisor, managers, a permission, a user). An item without an assignee goes to the source's specialist (vehicle → shipment planning, HR → personnel), otherwise to the calendar manager or managers. An overdue item that is not renewed is reported to the assignee on day 1, to their supervisor (the manager recorded in HR) on day 2 and to managers from day 3. Reminders are combined into one message per person; the same threshold is never sent twice (two runs on the same day produce one message). If the item's date changes (renewal, inspection done) the cycle starts again. Maintenance items are announced by the Maintenance module itself; here they are reminded only if a rule explicitly covers "Maintenance". Try reminders (dry run) shows what would be sent without writing anything.

The automatic job is off by default; when the system administrator writes SIRKET_TAKVIM_GOREV=1 into the .env file it runs every hour (after SIRKET_TAKVIM_SAAT, default 08:00).

7. Tasks: open, take over, close

The invoice, order, quotation and delivery-note cards, the Tasks tab of the account card, the production order detail, the Tasks section of a framework agreement, the recall case and the company contract card have an Open task button: enter the title, description, due date and priority; the task is linked to that document. Anyone can open a task for themselves; assigning a task to someone else, the team view and bulk assignment need the assign tasks permission. A task can be closed only by its assignee, its creator or someone with the assign permission; anyone else is refused. A note and photo can be added when closing; a cancelled task can be reopened only by its creator or the system administrator. If the document is deleted (invoice, order, delivery note, production order cancelled…) the open tasks linked to it are automatically Cancelled and the assignee is notified.

8. My tasks, my team, when the due date passes

Management › Tasks: My tasks shows open tasks and those closed in the last 30 days, with open/overdue/today/this-week counts. My team lists the employees reporting to you in HR and the tasks you assigned (with the assign permission, all open tasks) with a per-person summary; selected tasks can be reassigned in bulk. By document brings all tasks of one document. When the due date passes, the task is reported to the assignee on day 1, to the supervisor on day 2 and to managers from day 3 (if the hourly job is on). Overdue tasks appear in Pulse's Attention list and the Me › My open tasks row; company-wide overdue tasks appear in the Owner Dashboard's attention box.

9. On the phone

In the phone interface Tasks has two parts: the My tasks card list and, when you tap a task, 1 Details · 2 Note and photo · 3 Close. The Contract calendar is read-only on the phone (Upcoming, Calendar, Contracts); recording and renewal are done on the desktop.

10. Employee dates: probation, fixed-term contract, medical examination

HR items are read directly from the HR records and appear only for employees who have not left: certificate and document validity, end of probation, end of employment contract (the fixed-term contract end on the employee card — a salary change is not an end), the legal maximum total term of fixed-term contracts, the last day to give termination notice during probation and the periodic medical examination. Limits are read from the parameters of the active HR legislation set (Indonesia: PKWT 60 months in total, probation at most 3 months and not allowed in PKWT, notice 7 working days, examination once a year · Turkey: probation at most 2 months, no fixed total-term cap). If a parameter is missing, that check is not made and the screen says so.

An item with a legal problem (the contract end exceeds the total-term limit, the probation exceeds the maximum, probation was entered in a contract type that cannot have one, the card has no end date) appears as Due soon with a red warning and is listed regardless of the chosen window — the thing to fix is today. The total-term limit is one day before the maximum number of months after the first start of the fixed-term contract chain (the hire date if there is no history). The notice deadline is found by counting working days (weekends and public holidays are skipped). If there is no next examination date, the last examination + the interval is calculated (the person's exposure interval first); an employee with an exposure but no examination at all appears overdue from the hire date. The same list is in the Dates tab of the HR window; clicking an HR item opens that tab.