Form expirations help teams track when a completed form response should be renewed. When expiration notifications are enabled on a form, Equip stores an expiration date on each completed response and reminds selected subscribers before the response is due for renewal.
The Expiration Notifications setting appears only when Form Expirations is enabled for the account and the account is not an umbrella account.
⚙️ How It Works
Open the form you want to configure and edit the form settings.
In Notification Settings, turn on Expiration Notifications.
Choose one or more Subscribers. These team members receive expiration reminders for that form.
When a signed-in team member completes or edits a response for that form, Equip shows an Expiration Date field on the response.
Equip stores that expiration date for the specific participant and form response. The expiration date is not configured as one fixed date in the form settings.
When a new completed response is submitted for the same participant and form, Equip closes the previous active expiration and saves the next expiration date.
📅 Expiration Date Behavior
Form expirations do not use one form-level expiration date or one fixed expiration length for every response.
Default date — Equip defaults the Expiration Date to one year from the response date when no existing expiration date is present.
Where the date appears — The Expiration Date field appears on the response completion or edit screen for signed-in users when expiration notifications are enabled.
Per-response tracking — The expiration date is stored for that participant and form, so different participants can have different renewal dates for the same form.
⚙️ What Form Creators Control
Expiration Notifications — Turns the expiration workflow on or off for the form.
Subscribers — Determines which team members receive expiration reminders and follow-up tasks.
Not a form-level date — Form creators do not currently configure one expiration date or one expiration length in the form builder.
✅ Benefits
Keep recurring forms current — Track when annual, periodic, or renewal forms need a fresh response.
Notify the right people — Send reminders to selected subscribers instead of relying on manual follow-up.
Create clear follow-up work — Equip creates a task when a form response is expiring soon or expiring today.
Support reporting — Use the Form Expirations Report to review active expirations across forms, participants, and date ranges.
🔔 What Happens When a Form Is Expiring
Equip checks active form expirations daily. For enabled forms, subscribers are reminded at two points:
One week before the expiration date — Subscribers are notified that the form is expiring soon.
On the expiration date — Subscribers are notified that the form is expiring today.
Equip also creates a task titled Form Expiration: [Form Title]. The task explains that the form is expiring soon or today and includes a Fill Form action so the subscriber can submit a new response.
After the new response is submitted, Equip marks the previous active expiration as complete and stores the next expiration date for future reminders.
💡 Best Practices
Use form expirations for responses that need to be renewed on a predictable schedule, such as annual forms, periodic acknowledgements, or recurring documentation.
Choose subscribers who are responsible for follow-up, not everyone who may want visibility.
Review the Expiration Date on the response when the next renewal should be sooner or later than the one-year default.
Run the Form Expirations Report regularly to review upcoming expirations across participants and groups.
❓ FAQs
Can a form creator configure one expiration date for the form?
No. Today, the form builder only enables Expiration Notifications and subscriber selection. The expiration date is stored on each completed response.
Is the expiration date always one year?
One year is the default date shown when a response is completed, but the stored expiration date belongs to that specific response.
Who receives expiration reminders?
The subscribers selected under Expiration Notifications receive reminders for that form.
When are reminders sent?
Equip sends reminders one week before the expiration date and again on the expiration date.
Can anonymous or external responders set an expiration date?
No. The Expiration Date field appears for signed-in users when expiration notifications are enabled.
What happens after a new response is submitted?
Equip completes the previous active expiration for that participant and form, then saves the next expiration date from the new response.
Related Articles
Creating a Form
Form Expirations Report
Form Responses Report
Sending Form Reminders