Keep documents and track expiry dates

HR keeps each person's documents, and your organisation's own licences and permits, with their numbers and dates. The expiry board and the reminders tell you what to renew before it runs out.

Before you start

• To add documents you need Manage HR (files, documents, leave). To see them and open scans you need See HR files.

Steps

1. Open HR → People and select Open file on the person's card.
2. In Documents, open Add a document and pick the Document type, for example Passport, Residence visa, Employment contract or Driving licence. For anything else pick Other and type a Name (own type).
3. Type the Number and the Issued and Expires dates.
4. Under Scan, choose a photo or a PDF.
5. Select Add a document.
6. For your organisation's own papers, open HR → Documents and use The business's own documents in the same way (trade licence, permits, tenancy, vehicle registration).
7. To see what needs renewing, open HR → Documents → Expiring soon and filter by Expired or Within 30 days (or another window).

When a document is renewed, open Edit beside it, tick Archived (renewed or no longer needed), select Save, and add the new document with its new dates.

Set the reminders

1. Open HR → HR settings → Reminders.
2. In Remind this many days before a document expires, keep 90,60,30,7 or type your own days, separated by commas.
3. Tick Also remind of birthdays, work anniversaries and probation ends if you want those too.
4. Select Save.

Good to know

• Each document reminds once per window, and once more when it has expired. A renewed document with a new date starts again.
• Reminders reach the owner through owner alerts (in the app, by e-mail or Telegram, as set there). If owner alerts are off, tick Send HR reminders even while Owner alerts are off and HR sends them itself. Nothing is sent twice.
• HR → People lists the last two months of reminders under Reminders.
• Scans are encrypted with your organisation's own key and are never on a public address. Every time someone opens a scan, it is written to the activity log.
• Scans are kept on our servers' disk, not in a separate file store.
• The document types follow your country: Emirates ID and labour card appear in the UAE, national ID card and social insurance number in Egypt.
• Training certificates (food handler, first aid, fire safety) are document types with an expiry date too.
• Each person sees their own documents, and a warning when one expires soon, on their own page. See Give each person their own HR page.
• The board can be downloaded as Excel or CSV.