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Employee Documents

Updated

Overview

Keep the documents your team needs for the job with each employee: licences, permits, certifications and insurance. Kwilio tracks expiry dates and warns you before anything lapses.

Employee documents need the Pro or Business plan.

Document types

  • Driver's License
  • Work Permit
  • Professional License
  • Certification
  • Insurance
  • Background Check
  • Identification
  • Other

Adding a document

  1. Open the employee's profile and find Documents
  2. Click Add
  3. Choose the Type
  4. Click Add Files… or drag files onto the window. You can add PDFs or images, up to 25 MB each
  5. Click Read Details to fill in empty fields from the files: the document number, issue date and expiry date. Fields filled this way are marked, so check them before you save
  6. Add any Notes and click Done

Document numbers are hidden apart from the last four digits. Revealing the full number is recorded in the Audit Trail.

Verifying documents

A document waiting for review shows Pending Review. Check it against the files, then:

  • Click Verify to mark it Verified
  • Click Reject… and give a reason, such as "photo is blurry" or "expired"

Expiry warnings

Each document shows whether it's Valid, Expiring (with the days left), Expired or has No Expiry.

By default, a document counts as expiring 30 days before its expiry date. Expiring and expired documents are counted in the badge on Employees in the sidebar, so you can see at a glance who needs to renew something.

To change how early the warning starts, go to Settings → General → Employee Documents and set Expiry warning to between 7 and 180 days.

Deleting a document

Open the document and click Delete…. Its files are removed from every device. This can't be undone.