Expected Contracts

In this article

What are Expected Contracts?

Community & Regional Managers: Filling in Expected Contracts

Understanding Category Statuses

Troubleshooting

What are Expected Contracts?

Expected contracts are the most important categories of contracts that your organization requires each community to have.

These are customizable, but some examples may include:

  • Landscaping    ,
  • Snow removal    ,
  • Pool maintenance    ,
  • Security    ,
  • Elevator permits    , etc.

The expected contracts feature helps site teams get onboarded with Pivott by focusing on the most important types of documents that must be added and updated over time.

It will also alert community & regional managers if any contracts go out of date, are missing, or are ending soon.

Community & Regional Managers: Filling in Expected Contracts

Community & regional managers will receive a weekly digest of any expected contract categories that are missing    or expired:   

To get started filling out your expected contracts, click Review Expected Contracts    in the email you received or head to your property and find the Expected Contracts    tab. You'll see a list of expected contract types and their status.

Let's add a contract to a missing category:

Option #1: Simply drag-and-drop a file from your desktop into the specific category:

Option #2: Click on the category to open the drawer. You can either:

  • Exempt your property from this category if it is not applicable, or
  • Click Link Contracts    to associate a new or existing contract.

If your property already has contracts added to Pivott you will be able to search from a list. Alternatively you can add in a new contract by dragging-and-dropping in the file area in the drawer.

Please note that if you've added a new file it may take time for Pivott AI and our professional services team to process the details. In the meantime, click Save.

Once you've linked an existing contract, or a new contract you've added is done processing, you'll see the status of that expected contract category update:

Understanding Category Statuses

Each expected contract category displays a status that reflects the state of the contracts currently linked to it. Use the table below to understand what each status means and what action to take.

Status What it means What to do
active At least one linked contract is within its start and end dates. No action needed.
upcoming At least one linked contract has a start date in the future. No action needed unless you should already have an active contract — the contract will become active once its start date arrives.
expired All linked contracts have passed their end date. Check if the expiry is accurate by reviewing the contract's dates. If the contract has been renewed, update the dates or add a new contract.
missing No contracts are linked to this category. First, check whether a contract already exists in Pivott by clicking into the category and using Link Contracts to search. If nothing shows up, check if a matching contract has been archived — archived contracts won't appear by default. Restore an archived contract if applicable, or add a new one.
processing A linked contract is still being processed by Pivott AI or our professional services team. Wait for processing to complete. Once done, the status will update automatically.
needs-attention A linked contract was flagged during AI processing and requires manual review. Open the contract and review the flagged fields. Correct any extraction errors and confirm.
in-review A linked contract is currently being reviewed by our professional services team. No action needed — the status will update once the review is complete.
exempt This property has been marked as not applicable for this category. No action needed. To remove the exemption, open the category drawer and toggle the exemption off.

A few things worth noting:

  • Archived contracts are excluded from status calculations. If a category shows as missing  but you believe a contract exists, check your archived contracts — it may have been archived by mistake.
  • Status is determined by the "best" active contract. If a category has multiple linked contracts and at least one is active, the status will show active  even if others are expired.
  • Processing statuses take priority. If any linked contract is still being processed or flagged for attention, that status will surface first, regardless of the contract dates.

Troubleshooting

Can View + Add users link expected contracts?

Yes, View + Add users can still link contracts even if they can't edit the contract details.

I added a new contract to an expected contract category and the status still hasn't updated yet.

Your contract may still be processing with AI or our professional services team. If the contract is done processing, the dates may be incorrect. Please review your contracts details and ensure the dates are correct.