How to file employee documents and track expiry in RePloyee
File employee documents against their requirements and understand when a document is missing, expired, expiring, or valid.
To file a document in RePloyee, open the employee's page, click "Add document" on the requirement in the "Documents" section, enter the document's details and expiry date, and attach its files. RePloyee then shows the requirement as "Valid", "Expiring", "Expired", or "Missing", and warns you before the document expires. Documents are filed by the members of your workspace; employees don't sign in to Vieolo.
Add a document
- Open RePloyee, select the "Employees" tab, and open the employee.
- In the "Documents" section, find the requirement and click "Add document".
- Fill in the form and save.
You need permission to add employee documents.
Detail
- "Name": a name for the document, such as "Passport 2026". Required.
- "Document number": the number printed on the document.
- "Issuing authority": the organization that issued the document.
- "Country": the country that issued the document.
Validity
- "Date of issue": the date the document was issued.
- "Expiry date": the last day the document is valid. Required when the requirement's documents expire. For preset requirements with a usual validity, the expiry date is suggested from the date of issue. The suggestion is only a starting point, so always check it against the document.
Files
Attach the scans or files of the document. You can attach as many files as you need. For preset requirements with a front and a back, such as the "ID Card or Passport", "Driving Licence", "Tachograph Driver Card", and "ADR Certificate", RePloyee asks you for both sides, so the two scans always stay together under the same document.
The files of a document cannot be changed after it is saved. To replace a file, delete the document and file a new one.
Note
Any additional information about the document, for your colleagues.
Document statuses
Each requirement on an employee's checklist has one of four statuses, recalculated every time you open the page:
- "Missing": no document has been filed for the requirement.
- "Expired": documents were filed, but none of them is valid anymore. A document is valid up to and including its expiry date.
- "Expiring": the valid document that runs the longest expires within the notice period, which starts at the largest notice day of the requirement. A requirement without notice days never shows as expiring.
- "Valid": there is a valid document that isn't about to expire. A document without an expiry date never expires.
Only required requirements that are missing or expired make an employee non-compliant and appear under "Needs attention" in the overview. See The RePloyee overview.
Renewals and history
There is no separate renewal step. When an employee renews a document, file the new one as another document under the same requirement. The old document stays on file as history, and the status of the requirement is based on the valid document that runs the longest. Documents are listed with the latest expiry date first, or the latest date of issue for documents that don't expire.
Other documents
To keep a document that doesn't belong to any requirement, such as a reference letter, use "Add document" in the "Other documents" section of the employee's page. These documents are kept with the employee but don't affect their compliance.
Delete and restore a document
When you delete a document, it is kept for 7 days under "Deleted documents" on the employee's page, where you can bring it back with "Restore". After 7 days, the document and its files are permanently deleted. In a workspace with the strict auditable mode, documents are never permanently removed. See Strict auditable mode.
Notifications
Every night, RePloyee checks the documents of your active employees. On each notice day of an expiring document, the alert is included in the daily notification email of the workspace, together with any required documents that are still missing. Choose who receives these emails under "Notifications" in the workspace settings. See Workspace notifications.
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