Employee Docs module

The Employee Docs module tracks the documents your people must hold to work: visas, work permits, passports, right to work checks, medical certificates, background checks, driving licenses. An expired visa or lapsed medical is a legal problem for the business as well as the person, so HR and operations need to see them coming.

What it tracks

• The employee (as holder) and the document type
• The expiry date and, optionally, the issue date
• The issuing authority and document reference
• The owner responsible for chasing renewal (often the HR lead, not the employee)
• A copy of the document (PDF or image), stored privately in your workspace

Key date

Expiry. Reminders fire on your workspace schedule (60, 30 and 7 days before, and on the day, by default) at 08:00 local time. Visa renewals can take months, so add a 90 or 120 day step to the workspace schedule if you track them.

A worked example

A logistics company tracks driver licenses, driver medicals and CPC cards for 40 drivers, plus right to work checks for every hire. Each document is a record with the driver as holder and the transport manager as owner. The Table view filtered to this module is the fleet compliance list; the Runway shows who cannot drive next week.

Tips

• Use the employee's name as the holder so all their documents group together, and one row per document.
• Import from your HR spreadsheet with Excel and CSV import rather than typing 40 rows.
• Use the Category picker (Visa, Work permit, Passport, Right-to-work check, Medical certificate, Background check, Driving license) so filters and reports stay clean.
• Add the employee's manager as a watcher so they hear about it too.

FAQ

Who can see these documents? Only members of your workspace. Documents are private to the workspace and never shared across workspaces. See Attaching documents.

Can the employee get the reminder themselves? If they are a workspace member, make them the owner or a watcher. Otherwise the owner forwards it.

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