Add a record

The Add record panel now uses the same responsive width as existing record details: more space on desktop and the available screen width on phones. This applies to both manual entry and From document. The header and Save record button remain visible while the manual form scrolls.

Select Add record to open the New record window. This is the initial creation form; the wider record details panel opens after saving and contains more of the ongoing workflow.

The two entry paths are Fill in manually and From document.

Fill in manually

1. Choose the appropriate enabled module. Opening Add record from a module page supplies a useful starting context.
2. Enter a clear Title.
3. Enter the main date and confirm its Date type.
4. Add optional details if known.
5. Select Save record.
6. Check the saved record's recipients and next reminder.

The creator initially becomes the responsible person. Expand Reminder recipients while adding the record to select additional team members or external contacts. The selections are saved with the record, including records created from reviewed AI results.

The main fields

Field/control	What it does	What to check
Module selector	Chooses the kind of record and its field labels.	Pick the category first.
Title	The name shown in all views and reminders.	Use a specific, recognisable name.
Main date	The initial expiry, renewal, end or other relevant date.	Enter the date from the source document.
Date type	Explains what that date means. Available choices depend on the module.	Renewal and expiry are different meanings, even if the dates happen to match.
Date label	Adds context when a milestone or report is selected.	“Q1 report” is clearer than an unexplained date.
Date shortcuts	Offer +1 year, +2 years, +3 years and +90 days.	These are entry shortcuts, not a confirmed automatic renewal rule.
Type a shortcut	Allows inputs such as +1y, +90d or an ISO date.	Check the resulting date before saving.
Domain lookup	Fetches available public registry/TLS dates for a hostname.	Choose the observation that matches what you are tracking.

Optional details shared across modules

Expand Optional details to enter more information:

Field	Purpose
Issued on / Start date	Adds historical or contractual context where applicable.
Holder, Vendor, Insured, Person, etc.	Identifies the organisation or person the record concerns. This is different from the workspace member responsible for handling it.
Reference number	Stores a policy number, agreement number, license number, award number or another external reference.
Department	Groups records by the part of the business handling them.
Tags	Adds searchable labels. Enter a tag and press Enter to commit it.
Notes	Stores explanations, instructions and context.

Tags are organisational labels. A tag named “private” does not itself restrict access to a record.

Module-specific fields

Module family	Additional fields
Certifications	Category, issuing organization, renewal cost, currency.
Licenses	License type, category, issuing authority, renewal cost, currency.
Insurance	Insurance type, category, insurer, premium, currency.
Warranties	Warranty type, category, provider, cost, currency.
Domains	Asset type, category, registrar/provider, renewal cost, currency.
Inspections	Inspection type, category, inspection body, inspection cost, currency.
Permits	Permit type, category, issuing authority, renewal fee, currency.
Employee Docs	Document type, category, issuing authority, renewal cost, currency.
Contracts	Contract type, value, currency, notice period in days, auto-renewal, payment terms, recurring fee and billing period.
Memberships	Membership type, annual fee, currency, notice period in days, auto-renewal, payment terms, recurring fee and billing period.
Leases	Lease type, annual rent, currency, notice period in days, auto-renewal, payment terms, recurring fee and billing period.
Grants	Grant type, awarded amount, currency, spent so far, pipeline stage and the relevant grant date type.

Billing period choices are per month, per quarter and per year. Enter the recurring fee for that period. Payment terms is a separate text field, for example “Net 30” or “Annual in advance.”

Documents during creation

The From document path uploads a supported document for AI parsing and review. A supported file dropped into the manual creation flow can also be attached to the new record. After creation, the Documents section provides the regular attachment interface.

Regular attachments support PDF, image and Office files, plus other supported formats, up to 10 MB per file. See AI document parsing for its separate format and size limit.

Watch the tutorial

Watch tutorial 1 for a video walkthrough, or browse all five video tutorials.