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 you mark a recurring deadline as paid, Dotify does not create a new one: it moves the same deadline’s date to the next cycle, based on the set frequency, and puts it back in the default status (“To renew”). All other data stays the same, and the previous round stays in the history.

Tip: A package that includes a domain, hosting and email accounts is best entered as three separate deadlines for the same client: they have different dates, amounts, costs and providers, and this way the profit on each service stays readable.

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. Privacy policy – Privacy and cookie policy updates for websites
5. Annual maintenance – Website maintenance and update contracts

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
• Certified Email (PEC)
• 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 still count toward the free plan’s limit of deadlines per client.

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.
• Split the cost automatically into equal parts across the linked deadlines, recalculated whenever one is added or removed.
• View the impact of the shared cost on the profit of each individual deadline.

Limits per Plan

Deadlines per client are unlimited on every paid plan. The only limit is on the free plan:

Tip: On the free plan, the limit of 3 deadlines per client also counts archived ones. If you need more room for a client, paid plans have no deadline limits.