Managing Expired and Expiring Employee Documents

Managing employee documents is crucial for compliance and operational efficiency. HR admins must track expired or expiring documents, request renewals on time, and ensure employees stay compliant with company and legal requirements.

Keka simplifies this process by providing a dedicated interface to monitor expiring documents, send renewal requests, and configure automated email reminders so nothing slips through the cracks.

Employees submitting documents

Employees can upload documents that have expiry dates (such as passports, visas, or licenses) directly from their profile:

1. Navigate to Profile > Documents > Identity.

2. Click +Add Details.

   

3. Upload the document and fill in the required fields, including the Expiry Date.

   

4. Click Save to complete the submission.

This ensures expiry information is captured and tracked in the system for timely reminders.

Requesting Employees to Renew Documents

Admins can send reminders to employees whose documents are about to expire or have already expired:

1. Go to Org > Documents > Employee Documents > Expiring Docs.

2. Here, you’ll see a list of employees and the status of their documents.

3. Use filters such as Employee, Document Type, Department, Location, and Expiration Status to narrow results.

4. Select the employees and click Request to Renew.

   

5. Confirm in the popup.

This sends a system-generated reminder email to the employee’s registered email address with renewal instructions.

Setting Up Email Triggers for Expiring Documents

Instead of sending reminders manually, you can configure automated notifications:

1. Go to Global Settings > Communications > Event Triggers.

2. Select the Documents category.

   

3. Locate Document Expiry Reminder and toggle it ON.

   

4. Click into it to configure reminder intervals (e.g., 30 days before expiry, 7 days before expiry, on the day of expiry).

   

This ensures employees receive timely automated reminders to update their documents before they expire.

Conclusion

With Keka’s expiring documents management, admins can easily:

• Capture expiry dates during employee document submissions.

• Send renewal requests with just a few clicks.

• Automate email reminders for proactive compliance.

This ensures smooth operations, reduces compliance risks, and saves HR teams valuable time.