Keep employee documents and expiry dates
Store passports, visas, work permits and contracts on the employee, with expiry dates, and see which ones need renewing.
Keep each employee's papers with their record: the type, the number, the expiry date and a scan. Owlvix warns you 30 days before a document expires, so a visa or work permit never runs out by surprise.
Steps
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Check Documents to renew. In HR Management, the overview lists every document that has expired or expires within 30 days, with a red or amber badge. Click a person to open their page.
Documents to renew -
Look at their documents. On the employee page, Documents lists each paper with its number, expiry date and status. Click + Add a document to add a new one, such as the renewed permit.
Open the employee -
Fill in the document. Choose the Type (passport, visa, work permit, ID card, contract…), type the Number and pick the Issued and Expires dates. Attach a Scan or photo (PDF, JPG or PNG, up to 5 MB) and add a note if you like.
Dates and a scan -
Click Add document. It is listed with a green Valid badge. Click File to open the scan, or ✕ to remove an old document.
Save it
Tip People with access to HR also get a bell notification when a document is 30 days from expiring. Choose how you hear about it in your notification settings.
Good to know
- Documents without an expiry date (a contract, for example) show No expiry and never warn.
- Employees with a self-service login can see and download their own documents in My documents, but only HR can add or replace them.
- Removing a document deletes its file too. This can't be undone.