Expected Contracts

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

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It will also alert community & regional managers if any contracts go out of date, are missing, or are ending soon.

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`	A valid contract is linked.	No action needed.
`upcoming`	A future-dated contract is linked and will activate automatically on its start date	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 are expired	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.
`not linked`	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 If nothing shows up, check if a matching contract has been archived — archived contracts won't appear by default.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`	Pivott AI is extracting and verifying data from the linked file	Wait for processing to complete. Once done, the status will update automatically.
`missing details`	Required information is missing. Review and update the contract details	Open the contract and review the flagged fields. Correct any extraction errors and confirm.
`in-review`	The Pivott team is reviewing a linked contract	No action needed — the status will update once the review is complete.
`exempt`	This requirement has been waived for this property	No action needed. To remove the exemption, open the category drawer and toggle the exemption off.

A few things worth noting:

Archived contracts don't count toward status. If a category shows not linked but you think a contract exists, check your archived contracts — it may have been archived by mistake.
Status reflects your best active contract. If multiple contracts are linked to a category, the status shows active as long as at least one is active.
Processing takes priority. If any linked contract is still being processed or needs attention, that status appears first — regardless of dates.

Community & Regional Managers: Filling in Expected Contracts

Community & regional managers will receive a weekly digest of any expected contract categories that are not linked or expired:

To get started, click Review Expected Contracts in the email 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 row:

Option #2: Click on the category to open the drawer. From there, you can:

Exempt your property from this category if it doesn't apply, or
Use the quick-action grid to link a contract, upload a new file, or check archived contracts

If your property already has contracts in Pivott, you'll be able to search from a list. You can also add a new contract by dragging and dropping a file 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 your contract is linked and processed, the category status will update automatically.

Helper Tools

The Expected Contracts tab includes built-in guidance to help you understand each status and take action quickly.

Status badge tooltips

Hover over any status badge in the table to see a short explanation of what that status means — no need to guess or look it up.

Color-coded guidance in the drawer

When you open a category drawer, you'll see a color-coded block at the top that matches the category's current status. This gives you a quick read on what's going on before you take any action.

Quick-action grid for Expired or Not Linked categories

If a category is Expired or Not Linked, the drawer shows a quick-action grid with four options right at the top:

Link Contract — connect an existing contract in Pivott
Mark Exempt — flag this category as not applicable for this property
Upload New— add a new contract document directly
Check Archived — review contracts that may have been archived

If you've already linked a contract but the status hasn't resolved, the drawer will flag if dates are missing and link you directly to the contract to add them — dates are required for the status to update correctly.

Valid category confirmation

When a category is in good shape, you'll see a confirmation note in the drawer so you know no action is needed.

Troubleshooting

Can View + Add users link expected contracts?

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

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

Your contract may still be processing with AI or our professional services team. If processing is complete, check that the contract's start and end dates are filled in — the drawer will flag this if dates are missing.