Managing employee documents is crucial for compliance and operational efficiency. HR admins need a streamlined process to track expired and expiring documents, request employees to renew them, and automate notifications. Keka provides a dedicated interface for monitoring document statuses, sending renewal requests, and setting up email triggers.
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Employees submitting documents
When employees need to submit documents that are subject to expiration, they can do so directly from their profile. For instance, to upload a passport, they should navigate to the 'Documents' section (1), select 'Identity' (2), and then click on the '+Add Details' (3).
They can then upload the document, complete all required details including the expiry date, and finally click 'Save' to submit the information. This process facilitates effective management of document expiration dates.
Requesting Employees to Renew Documents
As an Admin you can easily access and send renewal requests through the system to employees whose documents have either expired or are nearing expiration. To begin the process, go to the Org (1) section on the HR dashboard. From there, click on the Documents (2) tab, followed by Employee Documents (3), and then select Expiring Docs (4). This will display a detailed list of employees along with the statuses of their documents.
From this interface, you can view results based on Employee or Document (1) .Then use different filters like department, location etc including document Expiration status (2) .
Once the relevant documents are identified, you can select the employees (1) in question and click on the Request to Renew (2) option, then click confirm in the confirmation popup. This prompts a pre-defined message to be sent directly to the employee’s registered email, reminding them of the need to renew their documents.
Setting Up Email Triggers for Expiring Documents
Automating email notifications helps ensure timely renewal of employee documents. As an Admin you can set up set of a customized email triggers. To begin, navigate to the Global Settings (1) section. From there, select the Communications (2) option, and then click on the Event Triggers (3) tab. Finally, locate and select the Documents (4) option to set up your email triggers.
Here enable the Document Expiry Reminder (2) if it is not already by using the toggle (1) and then click on it.
On this page, you can configure triggers for various time intervals leading up to the expiration of the documents.
Want to know more about managing Event Triggers, Click Here.