Contract Expiration & Renewal Notifications Explained
In this section
ℹ️ Overview
Staying on top of contract timelines is one of the most operationally important responsibilities in multifamily property management. Missed renewals or lapsed vendor agreements can create compliance gaps, disrupt property operations, and put communities at risk.
Pivott monitors contract timelines across your portfolio and surfaces upcoming expirations, renewal actions, and critical gaps to the right people — before they become problems. This article explains how contracts are classified for notifications, who receives them, and where that information appears in Pivott.
🗂️ How Contracts Are Classified for Notifications
Not all contracts behave the same way when they approach their end date (if they even have one). Pivott determines what kind of notification or action to generate based on the contract's terms and category.
🔄 Renewable Contracts
When a contract is set up with renewal terms, Pivott treats the approaching renewal date as a key date, not just an alert. In Pivott, contracts that have the possibility to renew are not given an end date until they are explicitly cancelled.
A task is automatically created on the key action date and surfaced to the community manager responsible for that property. Tasks are also surfaced to any user who has permissions to a property.
The type of task depends on the contract's renewal structure:
- One-time task — created for contracts that renew once on a fixed cycle where a single review or decision is needed.
- Recurring task — created for contracts with ongoing or rolling renewal terms, where the review action repeats at each cycle.
Tasks prompt users to evaluate the contract — whether to renew, renegotiate, or let it lapse — with enough lead time to act. For more on how to complete or manage renewal tasks, see Creating and Managing Tasks.
🛑 Fixed-Term Contracts
Some contracts have a defined end date with no possibility of renewal. For these, Pivott does not create a task. Instead, end dates are explicitly added to the contracts and anyone associated with the contracts’ properties will receive notifications (in-app, on their calendar, and in their weekly email digest) as the end date approaches.
📋 Expected Contracts
Certain contract categories are designated as Expected in Pivott — these represent agreements considered critical to the normal operation of a property (for example, elevator maintenance, fire safety inspections, or pest control).
These categories are set by your administrator. Every property in your portfolio is expected to have an active contract or exemption in each of these categories at all times.
When a contract in an Expected category is missing from a property, expires in the next 30 days, or has expired without a replacement, Pivott treats this as an escalation condition. Both the community manager and their regional manager receive an email notification flagging the gap.
For more on Expected contract categories and how they are configured, see Expected Contracts.
🔔 Who Gets Notified and When
Pivott routes notifications based on each user's role and property access. Role assignments — including who is designated as a community manager or regional manager for a given property — are configured in Managing Properties.
- Community managers receive task reminders and expiration alerts for contracts on the properties they are assigned to.
- Regional managers receive escalation emails when Expected contracts are missing or expired on properties within their portfolio.
Both community managers and regional managers will receive Expected contract escalation emails, ensuring the issue is visible at both the property and regional level.
📢 Notification Channels
Pivott surfaces contract and task information across several channels, so users can stay informed in the way that works best for them.
📧 Weekly Email Digest
Once a week, Pivott sends each user a digest summarizing their upcoming tasks and any contracts that are approaching expiration but do not yet have an associated task. The digest is scoped to each user's own properties and responsibilities, giving a consolidated view of what requires attention in the near term.
For details on the digest format and timing, see Digest Emails & Notification Preferences.
🔔 In-App Notifications
Pivott surfaces real-time alerts within the application for task reminders and contracts approaching their end date. These notifications appear based on each user's property access and role, and can be reviewed directly in the app.
☑️ Tasks Calendar View
The Tasks calendar in Pivott provides a visual overview of upcoming tasks alongside contract start and end dates. This is useful for understanding workload across a portfolio at a glance and identifying clusters of expiring contracts in a given period.
🗓️ iCalendar Feed
Pivott provides a subscribable iCalendar (iCal) feed that mirrors your tasks and contract dates into external calendar applications such as Google Calendar, Microsoft Outlook, or Apple Calendar. Once connected, contract milestones and task due dates appear alongside your other calendar commitments without requiring you to log in to Pivott.
For setup instructions, see Sync Pivott to your Calendar.
🎓 Learning More
Each notification type, task workflow, and configuration option described in this article is covered in greater depth in dedicated help articles. Use the links throughout this article to explore specific topics, or use the links below to learn more.