Deadline Management

Deadline Management

Deadlines are the core element of Dotify. Each deadline represents a service to be renewed for a client, with all the information needed to monitor its status, automate notifications, and track costs and revenue.

Creating a Deadline

To create a new deadline, go to the Deadlines section and click on “New deadline”. Fill in the following fields:

Tip: Always fill in both the amount and the cost for each deadline. This allows you to automatically calculate the profit on each service and have accurate financial reports.

Recurring Deadlines

Many digital services renew periodically. Dotify automatically manages recurrences, saving you from having to manually create a new deadline each time.

The available recurrence frequencies are:

When a recurring deadline is marked as Paid, Dotify can automatically generate the next deadline with the new date calculated based on the set frequency, keeping all other data unchanged.

Sub-deadlines: Parent/Child Hierarchy

Dotify supports a hierarchical structure for deadlines, allowing you to create sub-deadlines linked to a main (parent) deadline.

This is useful in several scenarios:

• Composite services – A hosting package that includes a domain, email accounts, and SSL certificate can be managed as a parent deadline with sub-deadlines for each component.
• Multi-phase projects – A project with multiple milestones can have a parent deadline for the overall project and sub-deadlines for each phase.
• Logical grouping – Group related deadlines under a single entry for a more organized view.

Tip: Sub-deadlines inherit the client from the parent deadline but can have independent dates, amounts, and statuses. Use this feature to manage complex service packages without losing the detail of each component.

Deadline Statuses

Each deadline has a status that indicates its current phase in the lifecycle. Dotify’s quick setup automatically creates 6 default statuses, each with an identifying color:

Status Customization

You can fully customize statuses to match your needs:

• Edit name and color of existing statuses.
• Create new statuses to adapt the workflow to your operations.
• Reorder statuses to reflect your specific workflow.

Service Types

Service types categorize deadlines by the nature of the service offered. The quick setup includes 5 default types:

1. Antispam – Anti-spam protection services for email
2. Domain – Domain name registration and renewal
3. Hosting – Web hosting services (shared, VPS, dedicated, cloud)
4. PEC – Certified Email (Posta Elettronica Certificata)
5. Cloud – Cloud services (storage, computing, backup)

As with statuses, you can create custom service types with a name and color of your choice. Some common examples of additional types:

• SSL Certificate
• Website Maintenance
• SEO
• Social Media Management
• Software Licenses
• Email Marketing

Deadline Archiving

As with clients, deadlines also follow the principle of archiving instead of deletion. When a deadline is no longer relevant, you can archive it:

• Archived deadlines do not appear in main views and the dashboard.
• They remain always accessible through the “Archived” filter.
• The complete history is preserved, including payments and communications.
• They can be restored at any time.
• They are not counted toward plan limits.

Complete Change History

Dotify automatically records every change made to a deadline, creating a complete and immutable history. For each change, the following is recorded:

The history is viewable from the detail card of each deadline and allows you to trace the entire evolution of the deadline over time: status changes, amount variations, date modifications, and any other operation.

Tip: The change history is particularly useful when working in a team. You can always verify who made a change and when, ensuring full transparency and traceability.

Shared Costs

Some costs are not attributable to a single client but are shared across multiple deadlines or clients. For example, a dedicated server hosting websites for multiple clients.

Dotify allows you to:

• Create a shared cost with the total amount.
• Allocate the cost across multiple deadlines and/or clients.
• Define the allocation share for each deadline.
• View the impact of the shared cost on the profit of each individual deadline.

Limits per Plan

The maximum number of active deadlines per client depends on the subscribed plan:

Tip: Remember that archived deadlines do not count toward the plan limit. Regularly archive completed or cancelled deadlines to maintain order and available space.