Certificates, permits and expiry tracking

In the HR settings you create certificate types (with a category and a reminder lead time), and on employee profiles you record their certificates with an expiry date. HR managers are notified before expiry.

Certificate types

Define types under Settings → HR settings → Certificates: Type name, Category (Certificate, Permit / license or Contract) and Notify (days before expiry). The category keeps visas, work permits and contracts apart from ordinary certificates, while their expiry is tracked the same way. You can also pick from Suggested types.

Employee certificates

On the employee's HR profile, Documents tab, click Add certificate: type, name, number, issuing body, issue and expiry date (or Does not expire), note and attachments. When editing you must give a reason for the change, and changes can be looked up in History. You can also issue a certificate to several employees at once from the HR Profiles list with the Issue certificate bulk action.

Expiry

• HR managers are notified of an upcoming expiry at the lead time set on the type.
• The HR compliance dashboard widget lists certificates expiring within 30 days and those already expired.
• On the Compliance page an employee stays flagged while they have an expired certificate. When renewing, update the existing certificate's expiry date (or delete the old one) – adding a new certificate alone does not clear the expired one.

Tip: to track visas or work permits, just add a type in the Permit / license category and start recording.