Adding Employee Documents

The system enables you to easily manage employee files and documents through the Employee Document Management feature. This feature allows you to specify the required documents for each employee and set their expiry dates, as applicable, such as ID cards or driver’s licenses. You can also monitor these documents through a set of detailed reports that help you manage employee data efficiently.

To start using the employee document management feature:

From the main menu, go to “Employees”, then select “Settings”, and choose “Document Management.”

From this page, you can define the types of documents you want to register in the system, either by selecting from existing ones or by adding a new document through the “Add” button.

Use the “Required” field to specify whether the document is mandatory or optional, and indicate whether it has an expiry date using the “Has Expiry Date” field.

Once done, click “Save.”

After setting up the document types, go to “Manage Employees” and open the profile of the employee whose documents you want to add.

Within the employee’s page, open the “Documents” tab to view all their registered documents. The table includes columns such as:

• Document Name
• Type
• Expiry Date / Status
• Creation Date
• Attachments
• Created By

To add a new document directly from the employee profile, click “More Options” and select “Upload New Document” from the dropdown list.

Enter the document details, including the name, type, and expiry date, and upload a digital copy of the file. Then click “Save.”

If a document is nearing its expiry date, the system automatically displays a notification 30 days before the expiry date so you can renew it in time.

The system also sends notifications 30 days before the expiry date for documents with a set expiry.
An alert banner appears at the top of the page showing the number of documents close to expiry, and the system provides additional alerts for missing or expired documents for each employee.

When renewing a document such as an ID card or driver’s license, open the employee’s profile, then click “Upload New” from within the document you wish to renew.

Upload the new version of the document without deleting the old one. After saving, the document status automatically updates to “Valid,” and any expiry-related warnings are removed.

After documents have been added, you can manage each one easily using the Actions button beside it.

The system allows you to:

• View the document to review its details.
• Edit it to update information or replace the attached file.
• Delete it if it’s no longer required.

From the main menu, go+ to “Reports”, then “Employee Reports.”
Here, you’ll find four main reports for tracking document status across the system.

This report provides an overall summary of all employee documents and can be filtered by department or branch.
It displays visual charts highlighting expired and soon-to-expire documents.

This report lists all documents set to expire within the next 30 days, helping you take timely renewal action.

This detailed report displays comprehensive information for each document, including its type, name, expiry date, and current status (Valid – Expiring Soon – Expired – Missing).

This report shows the level of each employee’s compliance with submitting the required documents.

You can click the number of documents shown in the report to view them directly within the employee’s profile.