Store employee documents and track expiry

Keep every employee's official papers in one place: employment contracts, national IDs, passports, residence permits, driving licences and similar files. The system keeps each replaced file as an earlier version and warns the employee and their manager before a document expires, so renewals do not slip.

Add a document

1. Open People › Employees › Employee Documents and select New document.

2. Choose the Employee and enter a Title, for example "Employment contract 2026".

3. Pick the Category.

4. Set the Visibility.

5. Attach the File.

6. Enter the Issue date. If the document expires, switch on Has expiry date and enter the Expiry date.

7. Select Save.

Visibility records the audience the document is meant for: Employee only, HR only (the default), Manager & HR or Public. In self-service, an employee sees the current version of their own documents, so keep files the employee should not read outside the system.

Files can be PDF, Word or images (JPG, PNG, GIF) up to 10 MB. When Has expiry date is on, the expiry date is required, and it cannot be earlier than the issue date: the form shows The expiry date cannot be before the issue date.

Replace a document with a new version

When a passport or contract is renewed, do not create a second document. Upload the new file as a version:

1. In the document's row, open the actions menu and select New version.

2. Attach the File and select Upload.

The Version column moves up by one (v1, v2, v3…) and a confirmation message appears. To see the history, select Versions in the row's menu; each earlier file can be downloaded from there. Use Download to open the current file.

Expiry reminders

Documents past their expiry date show an Expired badge in the list and on the employee profile. The system also sends reminders 90, 60, 30 and 7 days before the expiry date to the employee and to their direct manager, provided document expiry notifications are switched on in HR settings. The compliance screen lists documents that are expired or expiring soon, so HR can follow up in one place.

Common questions

Can an employee see their own documents? Yes. In self-service, the employee sees and downloads the current version of the documents filed under their name.

Where else do documents appear? On the Documents tab of the employee profile, with the category, expiry date and status.

Should I store professional certificates here? You can, but skill certifications are better for qualifications: they record the issuing body and certificate number and feed the skills picture.