RePloyee
RePloyee keeps the documents of every employee complete and up to date, and shows you what is missing or about to expire.
RePloyee is the employee document tracker of Vieolo. You define which documents each employee needs, file those documents as you receive them, and RePloyee shows you which employees are missing a document and which documents are expired or about to expire. It is designed for companies that must keep documents such as employment contracts, ID cards, driving licences, and certificates for every employee, and for industries where a missing or expired document can lead to fines, such as transport and logistics.
RePloyee is available on the web, as part of the Vieolo web app, and only in business workspaces. Personal workspaces do not have employees, so RePloyee is not offered for them. To learn about the difference, see Personal vs. business workspaces.
The main concepts
RePloyee is built around a few simple building blocks. Once you know them, the rest of the module follows naturally.
- Employee: a person whose documents your company keeps. Employees are records in your workspace, not workspace members, so they do not sign in to Vieolo and do not take a member seat.
- Requirement: a type of document your company needs to keep, such as an employment contract or a driving licence, together with its properties, for example whether it expires and how many days in advance you want to be warned.
- Role: a job or task an employee takes on, such as an office employee or a truck driver. A role groups the requirements that come with it. An employee can have several roles at once.
- Preset: a ready-made requirement or role provided by Vieolo. Presets carry knowledge about a document, such as its usual validity, so you don't have to set it up yourself.
- Exemption: a per-employee exception that removes one requirement from an employee's checklist, for example because the document does not apply to them for a period of time.
- Document: the actual record you file for an employee against a requirement, with its files, document number, date of issue, and expiry date.
Whether a requirement is mandatory or optional is decided where it is assigned, not on the requirement itself. A driving licence can be required for the truck driver role and optional for the office employee role.
How RePloyee works day to day
After the initial setup, the work in RePloyee is mostly about keeping each employee's checklist green:
- You add an employee and give them one or more roles.
- RePloyee builds the employee's checklist from the requirements of their roles, plus any document you asked for directly.
- You file the documents as you receive them.
- The "Overview" tab and the workspace's daily notification email tell you what is missing, what has expired, and what will expire soon, so you can request renewals in time.
Guides in this section
- Set up RePloyee: open RePloyee, give your team access, and follow the recommended setup order.
- The RePloyee overview: read the compliance dashboard and the upcoming expiries.
- Employees: add, edit, deactivate, delete, and restore employees.
- Requirements: define the documents your company keeps and ask an employee for a document directly.
- Roles: group requirements into roles and assign them to employees.
- Presets: use the ready-made requirements and roles, such as those for truck drivers in the Netherlands and Germany.
- Exemptions: exempt a single employee from a requirement.
- Employee documents: file documents, understand their statuses, and handle renewals.
Related guides
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