Employee documents and expiry reminders
Keep each person's certifications, licences, ID, contracts and tax forms on their HR file, mark what you have checked, and get reminded before a ticket lapses.
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Every person on Manage Team has an HR file — the paperwork the company holds on them. A manager files a contract or a scanned licence there; the person uploads their own WHMIS card or driver's licence from My documents on their phone. Nothing on the file is ever deleted: an old certificate is archived, so “which licence were we relying on in March” stays answerable.
Overview
A document has a kind (certification, licence, ID, contract, tax form, policy acknowledgement, other), a title, the file itself, and optionally an issue date, an expiry date and the number printed on it. Managers can add a private note — where the original is, who checked it — which the person never sees.
A document the person uploaded themselves shows Not yet verified until a manager presses Mark verified. The difference matters on the compliance screen: “she says she has a forklift ticket” and “we have looked at it” are two different facts.
How to file a document
- Open Manage Team and press HR file under the person's name.
- In Documents, press Upload, pick the file and its kind, and add the expiry date if the paper has one.
- Press File document. To mark a person's own upload as checked, press Mark verified on the row.
The person can do the first upload themselves: My documents on their phone accepts a certification, a licence, an ID or another document of their own. Contracts and tax forms come from the company side.
Expiry reminders
A certification or licence with an expiry date is watched every morning. The person is told 30 days and 7 days before it lapses; their managers are told at 7 days. Each reminder goes out once — a document sitting at twelve days for a week produces one message, not seven.
- A document with no expiry date is shown as “no expiry recorded”, never as expired. A blank field is a gap in the paperwork, not a lapsed ticket.
- Changing the expiry date on a row starts the countdown again.
- Archiving a document stops its reminders.
Who can see it
Owners, administrators and managers (anyone who can open Manage Team) see every person's file. Each person sees their own documents on My documents — including what the company filed about them — but not the manager's private notes, and never another person's file.
常见问题
Can I delete a document filed by mistake?
No. Press Archive — it leaves the list and stops its reminders, and the record of what was on file stays.
Where do the reminders arrive?
In the notification bell, and as a push notification on any phone the person turned notifications on for.
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