Employee documents and certifications

An employee's profile holds two kinds of paperwork. Documents are files you must have on record, such as a passport, visa or contract. Certifications are qualifications the person holds, such as a crane operator ticket or first aid, each with its own number, issuer and expiry date. Both show their expiry in colour, so a lapsed permit is seen before it matters.

#Before you start

• Employees: View shows documents and certifications. Employees: Edit adds, edits and removes them.
• The largest file you can upload is set in Company Settings. See Company settings in depth.
• Open the person's profile from Workforce > Employees.

#Upload a document

1. On the profile, open the Documents tab and click + Upload Document.
2. Choose the Document Type: Passport, National ID, Visa, Work Permit, Medical Certificate, Driving License, Employment Contract or Other.
3. Enter the Expiry Date. It is required for a visa, work permit, medical certificate and driving licence, and optional for the rest.
4. Add Notes if useful, and choose the File: a PDF, Word document or photo (JPG, PNG, WEBP or HEIC).
5. Click Upload.

The document appears in the list with its expiry date in colour:

Click Download to open a document, or Delete to remove it.

#Record a certification

1. On the profile, open the Certifications tab and click + Add Certification.
2. Enter the Certification Name (required), and the Certificate Number, Issuing Authority, Issue Date and Expiry Date if you have them.
3. Add Notes, and attach a scan of the certificate under Attachment (optional).
4. Click Add.

Each certification shows how long it has left:

When anything has expired or expires within 30 days, a red banner at the top of the tab counts them, such as "1 expired · 2 expiring within 30 days".

To change a certification, click Edit, update it and click Save. To renew one, edit its expiry date and attach the new certificate, or add the renewal as a new certification if you want to keep the old one listed.

#Rules worth knowing

• Leave the expiry date blank only when there truly is none. A blank reads as No Expiry, never as expired, so a certificate whose date you simply did not enter will not warn you.
• Removing a document or certification takes it off the profile. You are asked to confirm first.
• Photos are compressed when they are stored, so a phone photo of a passport takes far less space than the original. A HEIC photo from an iPhone is converted to JPEG so every browser can open it.

#Troubleshooting