Manage your expiring Documents & Notifications

Managing your expiring documents

As a business, it's important to keep track of employees' documents that have expiration dates. This guide will show you how to manage notifications for upcoming expiries and determine who receives them.

Additionally, you can utilise the Expiring Documents Report to easily view all expiring documents for your employees at any time.

  Please note: This article is about the Expiry Notifications page under Platform Settings. If you are for information on Managing, Using, and Reporting on Compliance Records then see our help guide article here. 

In this article, we will cover: 

• Documents that have expiry dates
• Managing expiry notifications
• Generating the Expiring Documents Report
• Suspending or adding restrictions to employees with expired documents

Managing notifications for documents with expiries

Types of documents that have expiries

As part of the onboarding process, you can gather documents from employees that include expiration dates. When these documents approach their expiry dates, the platform sends expiry notifications to the employee and the manager.

Some examples of documents that have an expiry that you can capture:

• Licenses & certificates
• Inductions 
• Visas
• Responsible Service of Alcohol (RSA's)
• Blue Cards
• Working with Children checks
• Police checks

  Please note: Custom Fields that have been set up to have an expiry date do not flow through to the Expiring Documents Report.

Managing expiry notifications

When documents approach their expiry dates, the platform sends expiry notifications to the employee and the manager.

You have the option to manage whether these notifications go to the manager, employee or both as well as determine the frequency that these notifications are triggered. 

To manage your expiry notifications:

1. In the quick menu select the main menu and navigate to Platform Settings > Expiry Notifications. This will list all your current documents that collect expiry dates.
2. Select the name of the relevant document to adjust the settings.
   
   
3. Change Notify Rep (Manager) and Notify Candidate (Employee) to Yes/No accordingly.
4. Click Save.
   
   

  Please note: 'Notify Rep', refers to the Manager of the employee/candidate.

Delete notifications

There may be times when you no longer require an expiry notification to be sent out. For example, there may be a certificate or a license that you no longer require to capture. 

To delete a notification:

1. In the quick menu select the hamburger icon and navigate to Platform Settings > Expiry Notifications.
2. Select the red delete bin in the Delete column.
   
     Please note: This will delete the notification straight away and cannot be undone.
   
   

Notification Frequency

When licences or inductions expire, it can mean that employees may not be able to perform their tasks or work in certain environments. For this reason, you can configure notifications to be sent at intervals leading up to the expiry date. Notifications can be sent to both the employee and the employee's manager. 

The number and timing of expiry notifications can be customised to your liking. To do so:

1. From the main menu, navigate to Platform Settings > Compliance Records.
2. Click the settings icon at the top of the page. 
   
   
   
   
3. From here, you can see how many warnings are configured and how long before the expiry date they will be sent. 
4. Edit the 'days before' value or add notification to increase the number of emails sent. 
5. Save changes.

  Please note: A notification will be sent on the day of expiry regardless of what is set here. 

Restrict or Suspend employees with expired documents

There may be times when an employee is unable to be scheduled for work for a certain period because their licences, certificates or visas have expired.

For example, if an employee needs a specific license or certification for their job and it has expired, they cannot be rostered until it has been renewed.

You have 2 ways to manage this: 

• Add a Restriction badge to the employee profile - This adds a red Restriction badge to the employee that displays on the roster and allows the Roster Manager to make a decision about rostering that employee. 
• Suspend the employee profile - This stops the employee from showing on any rosters and jobs until the restriction has been removed. 

Add a Restriction badge

If one of your employees has an upcoming visa or document that is about to expire, you may want to mark them as having an 'Employment Restriction' on their employee profile.

This will be displayed on the roster so that the roster manager will see that there is a restriction against the employee. This allows them to make an informed decision about whether or not to schedule the employee for future shifts.

  Please note: When a restriction is applied to an employee it won't stop an employee from being rostered but the Rostering Manager can see that they have a restriction and choose whether or not to roster them. 

If you would like to stop an employee from displaying on the roster, then please see the Suspend an Employee Profile section below. 

  To see steps on how to add a restriction badge to an employee see our help guide here. 

Suspend an Employee Profile

You may have a situation where an employee cannot be rostered and you would like to disable them from appearing on any rosters and jobs for a period of time.

An example of this might be if an employee requires a licence/qualification for their role and this has expired, the employee cannot be rostered until this licence/qualification has been renewed.

Your platform gives you the option to suspend an Employee Profile which prompts you to action any upcoming shifts or jobs and stops the employee from showing in the roster or being added to new jobs.

  To see steps on how to suspend an employee profile see our help guide here. 

Reporting on expired documents

Expiring Documents Report

Although you can be notified of when your employees' documents are expiring, you may want to report on this information on a larger scale.

The Expiring Documents report will allow you to see the compliance records and documentation held by employees, their expiry dates as well as other useful information. Some of the useful information this report includes is:

• Uploaded date - The date of when the compliance record was uploaded. 
• Captured date - The assessed date of the compliance document. E.g. first aid assessment date.
• Expiry date - The date the compliance record is expiring. 
• File name - The file that was uploaded with the compliance record. 

To view the Expiring Documents report:

1. Navigate to Reports > Workforce Reports > Expiring Documents.
2. Leave filters empty to view all, or select specific filters:
   • Employees - select specific employees or leave blank to view all.
   • Employee status - choose from Approved, Unverified, Declined or Archived.
   • Expiring status - choose from All, Expired, Not Expired.
   • Qualification Type - choose from Qualification, License, or Induction. You can select multiple Qualification Types if needed. 
   • Hide columns - choose any options you do not wish to display or leave blank to show all.
   • Office Code - filter to a specific office code or leave blank to view all. 
3. Once you have chosen the relevant filters select Submit. This will return all of your compliance records of the chosen filters. 
4. You can then export this report to CSV or PDF.
   
     Tip: Select an employee's name in the report to be taken directly to their employee profile.

People Export

Compliance records can also be exported from the People menus. This may be more appropriate than the Expiring Documents Report if the expiry isn't what you're looking for specifically. You also have the option to include a lot more information in this export.

  To see steps on how to export compliance records from the People menus see our help guide here.