Expiry Notifications

Pro Tip: Stay Ahead of Expiration Dates with Automated Notifications

At PortPro, we’re all about helping drayage companies stay organized and proactive — especially when it comes to managing key expiration dates for drivers and equipment.

In this month’s July 2025 Pro Tip, our Customer Success Manager, Kira, walks through how to set up expiry notifications in PortPro to avoid costly delays or compliance issues.

Why It Matters

Letting important documents like driver licenses, chassis registrations, or truck inspections expire can mean serious downtime for your operation. PortPro makes it easy to stay ahead — no spreadsheets, sticky notes, or frantic last-minute checks required.

Step 1: Add Expiration Dates to Driver & Equipment Profiles

First, head over to your Driver Profiles and make sure all relevant expiration dates are filled in — things like:

• Driver’s license

• TWIC card

• Medical certification

You can also pull this info using a custom report template, so you can quickly see which profiles are missing dates.

Don’t forget to do the same for your equipment profiles — trucks, chassis, and trailers all have fields for expiration tracking.

Need help understanding what each field means? You’ll find definitions on our Help Center at help.portpro.io.

Step 2: Set Up Expiry Notifications

Once your dates are in the system, it’s time to automate your reminders:

1. Go to Settings → System Generated Emails → Expiry Notifications

2. Choose which types of expirations you want to track (chassis, truck, trailer, driver)

3. Select your preferred notification window (e.g., 30, 7, or 1 day before expiration)

4. Add as many email recipients as you like

These notifications go out to your team so you’re always one step ahead.

Bonus: App Notifications for Drivers

You can also enable in-app alerts so drivers are notified directly on their phone when something like their TWIC card or license is about to expire. That way, they can take action before it becomes a problem.

✅ Set it and forget it — your future self (and your dispatch team) will thank you.

Questions? Reach out to your PortPro Customer Success Manager or check out our Knowledge Base for a full how-to guide.