Seller Document Expiry
Some documents are only valid for a while, for example a certificate that must be renewed every six months. With a validity period, Etalasse works out when a seller's document expires, reminds the seller beforehand, and removes the Verified badge when a required document runs out.
This is part of Seller Verification: only for Multivendor shops, and only the shop owner can set it up. By default, documents never expire, as before.
1. Set a validity period per document
In Shop settings, under Other settings, the Multivendor card, the Required seller documents list now has a Valid for (days) column on every row (empty shows as Never expires):
- enter a whole number of 1-3650 days
- leave it empty if that document never expires
Changing the validity period only applies to documents approved after the change. Documents already approved keep their expiry date (or keep having none, if they were approved before a period was set) until the seller replaces them.
2. The seller enters the issue date
For documents with a validity period, the Documents page in Seller Center shows an Issue date picker next to the upload button, with "Valid for N days from the issue date. Leave it empty to count from the shop's approval.":
- the date cannot be after today ("The issue date cannot be in the future.")
- if the issue date plus the validity period has already passed, the upload is refused: "This document is already out of date. Upload a newer one."
- the issue date may be left empty. The validity period then counts from the day you approve it
Every new or replacement upload starts over: the status goes back to waiting for review, and the expiry date is worked out again on approval.
3. Approval sets the expiry date
When you press Approve, the expiry date is:
- issue date + validity period, or
- approval day + validity period when the seller gave no issue date
A document is valid until the end of the day before its expiry date, in your shop's time zone. Example: issued 1 Jan 2026 with a validity of 180 days gives an expiry date of 30 Jun 2026, so the document is valid through 29 Jun 2026.
If that expiry date is today or earlier, the approval is refused and the document stays as it was: "This document would expire on ..., which is already past. Ask the seller for a newer one, or reject it."
In the Documents queue and the Verification tab, each document shows Issued ... and Expires on ... (its expiry date). When 30 days or less are left, the date is red with the days left, for example "Expires on 30 Jun 2026 (12 days left)". The status filter now has an Expired option.
In Seller Center, the seller sees the last valid day: "Valid until 29 Jun 2026", plus "Renew it soon." when 30 days or less are left, and a banner with the number of expired or expiring documents.
4. Reminders and automatic expiry
The system checks approved documents every hour and acts once per step, using the date in the shop's time zone:
| When | What happens |
|---|---|
| 30 days before expiry | the seller gets a reminder by WhatsApp and email |
| 7 days before expiry | a second reminder |
| on the expiry date | the document becomes Expired and the seller is told |
If the expired document is required and the seller is verified, the Verified badge is removed automatically and disappears from the storefront at once. The removal is recorded in the Activity Log as a system action, for example "Verified badge removed: ID card expired on 30 Jun 2026".
A document that is not required only changes its status to Expired. The badge stays.
Reminders use the existing seller notification channels and your plan's quota. Rejected sellers get no reminders, but their documents still expire on time.
The existing rule still holds: a seller who replaces a document, or whose document is rejected, stays verified, with a warning mark in the sellers list. Only expiry removes the badge automatically.
5. Renewing a document
- the seller opens Documents in Seller Center ("This document has expired. Upload a new one."), picks Upload a new document, and enters the new issue date
- you review and approve it as usual
- if the badge was removed, open the Verification tab and press Mark as verified again. The badge does not come back by itself
An Expired document can be neither approved nor rejected. The seller replaces it with a new upload, or you delete it.