How Do I Track And Renew Expiring Employee Documents?

The HR Documents screen tracks expiry dates for every document you upload and surfaces documents that need attention before they lapse. Documents with an expiry date approaching within 30 days show a Expiring Soon status; documents past their expiry date show Expired.

In the desktop app, all HR document management is handled in the online app. Open the desktop app, go to the HR Module panel, and select Manage HR in Web App to continue from there.

Finding expiring and expired documents

1. In the online app, open HR Suite >> Employee Files.
2. Under Filter by Status, select Expiring Soon to see documents expiring within 30 days, or Expired to see documents already past their expiry date.
3. You can further narrow results with Filter by Type to focus on a specific document category such as licences or certifications.

Renewing a document

There is no in-place edit on an uploaded document. To renew, archive the old record and upload the replacement with the new expiry date:

1. Locate the document in the list and click the Archive action. Confirm the prompt. The document moves to Archived status and no longer appears in active filters.
2. Click Upload Document and complete the upload form for the new version. Set the Expiry Date field to the updated date so the new document enters the correct status cycle.
3. Once uploaded the new document will show as Current and will transition to Expiring Soon automatically when it falls within 30 days of expiry.

Compliance Dashboard and expiry counts

The Compliance Dashboard shows an Expiring Documents card with the current count and severity. Clicking the card navigates directly to Employee Files where you can apply the status filter. Use the Export button on the card to download a CSV of expiring document details.

Automated reminders for document expiry

Reminder emails can be sent automatically before a document expires. Go to HR Suite >> Settings and open the reminders section. Create a rule with the type set to Document Expiry and set the number of days before expiry you want the notification to fire. You can choose to notify the admin, the employee, or both.

For guidance on setting expiry dates correctly at upload time, see How Do I Upload Employee Documents Correctly The First Time?. For a broader weekly review of all compliance items, see What Should I Check First On The HR Suite Dashboard Each Week?.