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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. It covers the dates on a contract record and the reminders that fire off them. For pulling those dates out of the paper in the first place, see the Document Insights guide.
Every contract record carries a Contract timeline: the dates that matter for renewals, notice, and audits, laid out in order. Reminder emails fire off those dates. This guide explains what each date means, which ones Coverbase calculates, and the question that brings most people here: how to stop a reminder on one contract without touching anything else.

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The timeline at a glance

Open a contract and look at the Contract timeline card in the sidebar. Six dates can appear: Three of the six (Notice due to vendor, Internal action, and Audit date) are optional. They appear when they’re relevant, and you can turn them off per contract. Effective date, term start, and term end are always shown.
Optional doesn’t mean unimportant. It means the date makes sense on some contracts and not others, so Coverbase lets you decide contract by contract.

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Fixed dates versus calculated dates

This is the distinction behind most surprises, so it’s worth getting straight.

Fixed date

A date you or the document states outright. It sits there until someone changes it. Renewals don’t move it: a date the agreement names is a fact, and Coverbase won’t rewrite a fact.

Calculated date

A date Coverbase works out from other values. Notice due to vendor can be calculated as term end minus your notice period. Internal action is calculated as the notice date minus your lead time. Both update automatically when the contract renews.
To see which one you’re on, click the date in the timeline. The editor opens on two choices: Based on term end (calculated) or Fixed date.
A calculated date can’t be deleted. If Notice due to vendor is set to Based on term end, deleting it does nothing. It’s re-derived from term end minus the notice period the moment you save, and it keeps coming back for as long as those two values exist. This is the number-one source of “why won’t this date go away?”
The notice date has a third setting for exactly that situation: No notice date. Pick it when the contract has no notice deadline to track, or when the deadline would only ever be derived from a term end you’re guessing at. It leaves the date blank, stops its reminders, and keeps your term end and notice period intact.
No notice date and hiding the milestone answer different questions. Choose No notice date when you’re saying something about the agreement: there is no such deadline. Hide the milestone when you’re saying something about your attention: the deadline is real, you just don’t want to be reminded on this contract. Either one stops the emails.

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Who gets reminded, and when

Reminders are email, and they come from two places:
1

Organization-wide rules

Set once for the whole org from the Contracts page. For example: “email 60, 30, and 7 days before the notice due date.” Every contract inherits these unless it has its own rules.
2

Contract-specific rules

Set on one contract from the Notifications card, using the gear icon. These replace the org-wide rules for that trigger on that contract, which is useful for a contract that needs six months of warning instead of one.
Recipients are the contract’s relationship owners and watchers, plus any extra addresses on the rule. The Notifications card shows exactly what’s queued and who’ll receive it.
The org-wide notification settings are org-wide by design. Changing them to silence one contract silences it everywhere. Use the per-contract control below instead.

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Turning off a reminder for one contract

There are two ways, and neither touches any other contract. Use No notice date (above) when the contract simply has no notice deadline. Use the steps below (hiding the milestone) when the deadline is real but you don’t want to be reminded about it here. Hiding works on all three optional dates, whether they’re fixed or calculated.
1

Open the contract and find the timeline

Go to the contract record and look at the Contract timeline card in the sidebar.
2

Click the date you want to silence

Click Notice due to vendor, Internal action, or Audit date. The editor opens.
3

Choose Hide and stop reminders

At the bottom of the editor, select Hide and stop reminders. The row disappears from the timeline and its reminder emails stop for this contract.
What that does, precisely:
  • The reminders stop for this contract only. Your org-wide rules are untouched, and every other contract keeps reminding as before.
  • Nothing is deleted. The date, the notice period, and the page citation from the source document all survive.
  • It’s reversible. Use Add milestone at the top of the timeline card to bring the date back, with its value and reminders intact.
Silencing Notice due to vendor takes the whole deadline quiet with it: both notice reminders (the notice-due one and the older termination-notice one, which name the same date), and the Internal action reminder when that date is set to Based on notice due: it’s only a lead time on the notice deadline, so it follows.An Internal action date you’ve pinned to a Fixed date is a commitment of its own and keeps reminding. Hide it separately if you don’t want it.
The Notifications card will tell you when this is in effect: if a date is hidden, a line at the bottom of the card names it, so a rule that looks configured but never fires is explained rather than mysterious.

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Which one to reach for

The clearest case is an estimated term end. If the term end is your best guess rather than a date the contract states, a notice deadline calculated from it is also a guess, and being reminded to act on a guess is noise. No notice date is the honest answer here: you’re saying the derived deadline isn’t real. Keep the estimated term end for planning; switch the notice date back to Based on term end if the term end firms up. Hiding fits when the deadline is real and you simply don’t want to hear about it:
  • A contract that auto-renews on terms you’re happy with, where you don’t intend to give notice.
  • An audit date that belongs to a different team’s process and shouldn’t page yours.
  • A contract in the middle of renegotiation, where the current dates are about to be replaced.

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Seeing every contract’s dates at once

The dates on one contract drive its reminders. To see them across the portfolio, use the renewal runway on the contracts list page.
Renewal runway band with contract chips placed on expiry dates

The renewal runway. Each contract sits on its expiry date, and hovering shows the notice deadline behind it.

The runway places each contract on its term end, over a twelve month band. Contracts that have already expired sit in the lane above it, and perpetual agreements are counted below it. Hover a chip to see the contract name, its expiry date, its notice due to vendor date, the relationship owner, and whether a decision has been recorded. That gives you the acting deadline next to the date people search for.
The runway is placed on expiry, but the notice date is the one that binds. A contract sitting in April on the band may need notice in January. The hover tells you which.
For collapsing, hiding, and restoring the runway, see the Contracts workspace guide.

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Troubleshooting

Document Insights guide

Where the dates come from: define the fields Coverbase extracts from every document, each with a page citation.

Contract Guardian guide

The language-level half of contract intelligence: clause sets, risk tiers, and clause reviews.