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Adding records

This guide explains how to add a record, how each section of the form works, and what information you may want to include.

Back to help

A record is the main way you store important account, provider, service, policy, property, or household information.

Use this guide when you want to create a new record in your account.

  • • What a record is and when to create one
  • • How to open the add record page
  • • How to complete the main title, category, and reference details
  • • How category settings affect which sections are expanded when the form loads
  • • How to use the contact, address, dates, and notes sections
  • • How trusted access settings work for both the record and its documents
  • • How renewal dates, reminders, and recurring renewals work
  • • How document uploads work when creating a new record
  • • How to export records as PDF
  • • How to edit, archive, restore, or delete the record later

Before adding a record, it helps to know what information you want to keep.

  • • Only the title is required. Many other fields are optional.
  • • You can save a record with the key details first and add more information later.
  • • Choosing a category helps organise the record and may affect which sections are expanded on the form.
  • • You can decide whether the record and its documents should be visible to a trusted person.
  • • If you are creating a new record, you can upload documents during creation as well as later.

Open the add record page

Go to your records area and choose the option to create a new record. This opens the full record form.

Enter the main details

Start with the record title. You can then choose a category and add an optional reference number. The title is required. The category and reference are optional but often useful.

Complete the contact section if needed

Use the contact section to store organisation or contact information linked to the record. This can include the entity name, contact name, phone number, mobile number, and email address.

Complete the address and dates sections if relevant

Use the address section for location or correspondence details linked to the record. Use the dates section for optional date from and date to values where these are useful.

Add website link and notes

Use the website link field to store a useful web address for the provider or service. Use the notes field to store any extra details or context that may help later.

Choose trusted access settings

In the trusted access section, decide whether the record should be visible to trusted users and whether its documents should also be visible to trusted users. These are controlled separately.

Set renewal and recurrence options if required

If the record has a renewal, review, or expiry date, you can add the renewal date, choose whether reminders should be enabled, choose how many days before the date the reminder should apply, and optionally enable recurring renewal if the date should repeat automatically.

Upload documents if you are creating a new record

When creating a new record, you can upload one or more documents as part of the form. This is optional, and documents can also be added later.

Save the record

When the information is ready, save the record. After saving, you can return later to edit the record, upload more documents, export PDFs, or change trusted and reminder settings.

Title

The main name of the record. This is required and should be clear and easy to recognise later.

Category

Used to organise records into groups. Category settings can also influence which optional sections of the form are expanded when loaded.

Reference

An optional account number, policy number, membership number, or other identifying reference.

Entity name

An optional organisation, business, or provider name linked to the record.

Contact name

An optional named contact linked to the record.

Contact number

An optional main phone number linked to the record.

Contact mobile

An optional mobile number linked to the record.

Contact email

An optional email address linked to the record.

Address line 1

The first line of an optional address linked to the record.

Address line 2

An optional second address line.

City

An optional town or city for the address.

Postcode

An optional postcode for the address.

County

An optional county or region for the address.

Country

An optional country for the address.

Date from

An optional start or beginning date linked to the record.

Date to

An optional end, expiry, or finish date linked to the record.

Website link

An optional web address that helps you return to the correct service or provider later.

Notes

An optional notes area for extra information, explanation, or context.

Visible to trusted users

Controls whether the record itself appears in trusted access.

Documents visible to trusted users

Controls whether documents linked to the record are also available in trusted access.

Enable renewal reminder

Controls whether this record should use the renewal reminder feature.

Renewal date

The date used for renewal, review, or expiry reminders.

Reminder days before

Controls how many days before the renewal date the reminder should apply.

Enable recurring renewal

Controls whether the renewal date should automatically repeat after it passes.

Repeat every

The number used for the recurrence pattern, for example 1, 3, or 12.

Repeat unit

The time period used for the recurrence pattern, such as days, months, or years.

Documents

When creating a new record, you can upload multiple documents as part of the form.

Renewal settings help you keep track of records that need attention at a future date, such as subscriptions, insurances, licences, contracts, warranties, memberships, or review dates.

  • • You can save a renewal date even if reminders are not enabled.
  • • Turn on the renewal reminder setting if you want reminder emails and renewal tracking to apply before the date.
  • • Enter the renewal date you want to track.
  • • Choose how many days before that date the reminder should apply, if reminders are enabled.
  • • If the date should repeat, turn on recurring renewal and choose the repeat pattern.
  • • Recurring renewal is separate from reminders, so a date can repeat even if reminder emails are not enabled.
  • • When recurring renewal is enabled, the system will move the renewal date forward automatically after it passes.
  • • If recurring renewal is not enabled, the renewal date remains unchanged until you edit it manually.

You can export your records as PDF documents when you want a printable, shareable, or saved copy of the information in your account. These are separate from trusted access documents, which are used to provide access instructions to another person.

  • • Summary PDF: a shorter overview of your records, useful when you want a simpler printable reference.
  • • Detailed PDF: a fuller export with more complete record information, useful when you want a more comprehensive copy.
  • • You can edit the record later if details change or if you want to add more information.
  • • You can add or manage documents later from the record workflow if you do not upload them when first creating the record.
  • • You can archive a record when you no longer want it in your main active list but still want to keep it.
  • • Archived records can be restored later if you need them again.
  • • Delete should be used carefully, because it removes the record rather than simply hiding it from your active view.

Do I need to complete every field?

No. Most sections contain optional fields. The title is the key required field.

Why do some sections open or close automatically?

The selected category can affect whether the contact, address, dates, and reminders sections are expanded when the form loads.

Can I add documents later if I skip them during creation?

Yes. Documents can be uploaded when creating a new record or managed later from the record edit page.

Is trusted visibility separate for the record and its documents?

Yes. The record visibility setting and document visibility setting are separate controls.

Can I change reminder settings later?

Yes. Reminder settings can be edited later if the date or timing changes.

Should I archive or delete a record?

Archive is usually the safer option when you may still want to keep the information. Delete should only be used when you no longer need the record.

What is the difference between reminders and recurring renewal?

Reminders control whether the system should warn you before a date. Recurring renewal controls whether the renewal date should automatically move forward after it passes.