How do Records work, and what counts as a renewal?

Record types

Passport, Driving Licence, Insurance, Pet Vaccination, Vehicle MOT, Vehicle Tax, Boiler Service, Membership, or Other.

Renewal date and reminder window

Set an Expiry Date (or, for a recurring payment, the Next Payment Date) and how far ahead to be reminded - 1, 2, 3, 6, or 12 months before. Once a record enters that window, Oiko automatically creates a “Renew [title]” task on the Tasks & Renewals page, so you don't need to check back here manually.

Status

It depends whether the record auto-renews. A one-off document (like a Passport or MOT) moves from Active, to Expiring Soon (once inside its reminder window), to Expired once the date passes - it genuinely needs you to go and renew it.

A record set to repeat indefinitely (like Vehicle Tax or a Membership) works differently: since payment is taken automatically, it never shows as Expired or Overdue. Once its date passes, Oiko just rolls it forward to the next cycle - so it goes straight back to Active (or Expiring Soon, if you're already inside the reminder window for that next cycle) rather than sitting there flagged red. A recurring record with a fixed “Repeat Until” end date (e.g. a finance agreement) is the one exception - once that end date itself passes, it does show as Expired, since there's nothing left to roll forward to.

List vs Calendar view

Switch views at the top of the page. Calendar view plots each renewal on the month it falls in, with a cost summary of everything you'll pay that month if you've added costs to your records. A past occurrence of a recurring record shows muted, as history, rather than in its usual status colour.

Finding a record

The search box at the top of the Records page filters the list (and calendar) to matching records only - by title, provider, owner, reference number, notes, record type, or even the title of a task it's linked to. Typing a car's registration or name, for example, pulls up its insurance, tax, and MOT together.

On the Home page

The Records card on Home surfaces the same Expired/Expiring Soon records, plus - even if a record has no reminder set - anything auto-renewing yearly or a one-off record due within 30 days, so nothing slips through purely for lacking a reminder. Frequently-recurring records (weekly/monthly) are left out of that 30-day heads-up since they'd show up constantly.