How Due Dates Work
Setting a date due on a form record is what powers IndyForms' built-in reminder system. Once a date due is applied, the record automatically appears in the assigned user's To-Do List, Calendar, and email reminders — giving everyone a clear view of what is due today, what is coming up, and what is overdue.
No manual chasing required.
Default Due Date in Form Settings
You can set a default due date at the form level so every new record created from that form starts with a deadline already applied.
Open the form in the Form Builder.
Go to the Settings tab.
Under Date Due, choose either:
Set Date — a fixed calendar date applied to all new records.
Days From Creation — a deadline calculated from the date each record is created.
💡 IndyTip: Default due dates can always be overridden when sharing or editing an individual record if a different deadline is needed.
Adding or Updating a Due Date
Due dates can be set when creating a new record or updated at any time if the deadline changes.
Open the form record.
Select Set Due Date from the top menu — or use the due date icon in the list view.
Choose a date and time from the calendar picker.
Click Save to apply.
The record will now appear in the To-Do List, Calendar, and email reminders for the assigned user.
📝 Note: You can also set or adjust the due date at the moment you share a record or when editing an existing one — so deadlines can be applied right when tasks are assigned.
📝 Note: If a due date is cleared, the record will no longer appear in the To-Do List, Calendar, or email reminders.
Permissions: Who Can Change Due Dates?
To enable due date editing for a group:
Open the form in the Form Builder.
Go to the Settings tab.
Scroll to the Access panel.
Under All Records, tick Change Due Dates for the relevant group.
Click Publish Form.
Members of that group will now be able to update due dates on any record they can view.
📝 Note: If a user does not have permission to change a due date, they will see: "You do not have permission to change this record's due date."
The To-Do List
The To-Do panel on the Dashboard gives every user a live snapshot of their outstanding form records:
Today → Forms due today
This Week → Forms due later this week
Overdue → Forms past their due date
Click any number to open the Due Forms list and take action directly.
The Calendar
The Calendar widget provides a monthly view of all upcoming, due, and overdue records across your forms.
Click any date to see the records scheduled for that day.
Open records directly from the calendar and, if you have permission, update the due date on the spot.
Colour coding:
Colour | Meaning |
🔴 Red | Overdue |
🟠 Orange | Due this week |
🔵 Blue | Upcoming |
Email Reminders (Digest Emails)
IndyForms automatically sends Digest Emails to keep users on track with their due items — even when they are not logged in.
Each digest email includes:
A summary of items requiring attention.
Separate sections for Overdue Forms, Upcoming Forms, and Overdue Action Items.
Direct links to each record so they can be opened and completed immediately
📝 Note: Digest Emails are not enabled by default. To activate them for your organisation, contact the IndyForms team via the in-app support chat or email [email protected].
User View vs. Administrator View
General Users
See only the forms assigned to them.
Can open and update records (e.g., complete or edit forms).
Cannot change due dates unless their group permissions allow it.
Administrators
See all upcoming and overdue records across the organisation.
Open and update any record.
Update or reschedule due dates at any time.
Example Use Cases
Workflow | Example |
Compliance reviews | NDIS audits, staff policy acknowledgements |
Operational checklists | Daily or weekly safety and process checklists |
HR management | Probation reviews, onboarding tasks |
Frequently Asked Questions (FAQs)
Frequently Asked Questions
Q. I don't see anything in my To-Do panel. Why?
A. You may not have any form records with due dates assigned to you. Ask your administrator to confirm whether records have been shared with you and whether due dates have been set.
Q. Why can't I change a due date?
A. Only Administrators and groups with the Change Due Dates permission can update due dates. Contact your administrator to request access if needed.
Q. How do I clear an overdue item from my list?
A. Open the record from your To-Do list or email reminder, complete it, and submit the form. Once submitted, the record is marked complete and will no longer appear in your overdue list.
Q. Can I set a due date automatically for all new records?
A. Yes. In the Form Builder's Settings tab, configure a default due date using either a fixed date or days from creation. This can be overridden on a per-record basis at any time.
Q. How do I enable Digest Emails for my team?
A. Contact IndyForms support via the in-app chat or email [email protected] to have Digest Emails enabled for your organisation.
Tips
Set a default due date in form settings for any form with a recurring deadline — this saves time and ensures no record is created without a deadline.
Use the Calendar to get a monthly overview before audits or compliance deadlines, so nothing slips through.
Grant due date editing rights carefully — only enable the Change Due Dates permission for groups where it is genuinely needed.
Remind your team to check the To-Do panel daily — it is the fastest way to see what needs attention without opening individual forms.
Enable Digest Emails as a safety net for users who may not log in every day — overdue items will still reach them by email.
💬 Contact Support
Our team is available 24/7. Reach out via email or chat and our support team will be happy to help.