How to define document requirements in RePloyee

A requirement in RePloyee is a type of document your company needs to keep for its employees, such as an employment contract, an ID card, or a driving licence, together with its properties: whether the document expires and how many days in advance you want to be warned. You create requirements once and attach them to roles, and every employee in those roles then has to provide that document.

Requirements belong to the workspace and are shared by all roles. If two roles of an employee ask for the same requirement, the employee only needs one document for it.

Create a requirement

1. Open RePloyee and select the "Requirements" tab.
2. Click "Add requirement".
3. Choose "Custom requirement" in the "Preset" picker, or one of the preset requirements. See Presets.
4. Fill in the form and save.

Detail

The "Name" of the requirement, such as "First aid certificate", and an optional "Description" that explains which document is expected.

Documents

• "Documents expire": turn this on when the document has an expiry date, such as an ID card or a certificate. When it is on, every document filed for this requirement needs an "Expiry date". Leave it off for documents that don't expire, such as an employment contract.
• "Notice days": shown when documents expire. Choose how many days before the expiry date you want to be warned. You can pick several, from 90 days down to 1 day before the expiry date. A document counts as "Expiring" from the largest notice day onward, and the daily notification email warns you on each notice day you picked.

Roles

Select the roles that need this requirement. Each selected role gets its own "Required" or "Optional" switch; newly selected roles start as "Required".

Required or optional

Whether a document is required is set per assignment, not on the requirement itself. The same requirement can be required for one role and optional for another. For example, a driving licence can be required for the truck driver role but optional for an office employee who may or may not get a company car.

If any of an employee's roles requires a document, it is required for that employee. Only a missing or expired required document makes an employee non-compliant. A missing optional document is shown on the checklist but is not counted as a problem.

Ask an employee for a document directly

Sometimes a single employee needs a document that isn't part of their roles, for example an A1 posting certificate for a one-off assignment abroad. Instead of creating a new role, you can ask that employee directly:

1. Open the employee's page.
2. In the "Asked directly" section, click "Ask for a document".
3. Select the "Requirement", choose whether it is "Required", and optionally set a "Start date" and an "End date".
4. Save.

The requirement is added to the employee's checklist, but only between the start date and the end date, if you set them. Use the menu of the request to "Edit" it or to "Stop asking".

Deactivate, delete, and restore a requirement

Use the menu of a requirement in the list:

• "Deactivate": the requirement asks for nothing while it is disabled. It leaves every checklist and raises no alerts, but the documents already filed for it are kept. A deactivated requirement cannot be edited. Use "Activate" to ask for it again; it returns to the checklists of the employees in its roles.
• "Delete": removes the requirement from every role that has it, which is not the same as detaching it from one role. The confirmation lists the affected roles. To remove a requirement from a single role only, edit the requirement and unselect that role instead.
• "Restore": brings a deleted requirement back together with its documents.

A requirement that never had any documents is deleted right away. Preset requirements cannot be deleted, only deactivated.

Related guides

• Roles
• Presets
• Employee documents
• Exemptions