Record an employee's visa, Emirates ID and other documents

Steps

1. 1

   Select the Documents tab

   On the employee's record select Documents. The tab keeps four kinds of document: residence visa, Emirates ID, labour card and passport. Nothing has been recorded for this employee yet.

   • Select Documents
2. 2

   Select Add document

   Select Add document. The form asks for three things: which document it is, its number and its expiry date. The line at the top reminds you that there is one record for each document, and that a renewal is an edit of that record.

   • Select Add document
3. 3

   Choose the document

   Open Document and choose Residence visa. The list offers only the kinds this employee does not have yet.

   • Select Choose a document
   • Choose Residence visa
4. 4

   Enter the number

   Type the number printed on the document. It is optional and is stored encrypted: people without the right to see sensitive data see it masked. The number here is invented for training.

   • Type Number: 201/0000/0140001
5. 5

   Enter the expiry date and select Save

   Expiry date is required, because the reminders are counted back from it. Enter the date printed on the visa and select Save. The visa is listed with an amber status that says in how many days it expires.

   • Type Expiry date *: 2026-11-23
   • Select Save
6. 6

   Add the Emirates ID the same way

   Select Add document again, choose Emirates ID, type its number and its expiry date, and select Save. This one expires more than a year from now, so its status is a green Valid.

   • Select Add document
   • Select Choose a document
   • Choose Emirates ID
   • Type Number: 784-0000-0140001-0
   • Type Expiry date *: 2027-11-18
   • Select Save
7. 7

   Select Attach scan on the visa row

   A scan is optional. Select Attach scan on the visa row and pick the file on your computer: a PDF, PNG or JPEG. The message Scan attached appears, and the Scan column now offers Download.

   • Select Attach scan
   • Upload Choose a file: visa-page-blurred.pdf

   

8. 8

   Select Remove scan

   The file turned out to be a blurred copy. Remove scan deletes the file and keeps the record. Replace scan, beside it, swaps the file for another in one go.

   • Select Remove scan
9. 9

   Attach the right file

   Select Attach scan again and pick the clear copy.

   • Select Attach scan
   • Upload Choose a file: aisha-farouk-residence-visa.pdf
10. 10

    Select Download to open the scan

    Download saves the scan to your computer under its original file name. Only HR staff who may see sensitive data, and the employee whose document it is, can download a scan.

    • Select Download
11. 11

    Select the pencil to record a renewal

    The visa has been renewed. Select the pencil at the end of the visa row; its name is Edit document. The form opens with the document fixed. Number shows the number on record in grey: leave the field alone to keep it.

    • Select Edit document
12. 12

    Enter the new expiry date and select Save

    Type the new expiry date and select Save. The status changes to Valid, and the reminders now count back from the new date.

    • Type Expiry date *: 2028-11-22
    • Select Save
13. 13

    Select the bin on a document entered by mistake

    Suppose the Emirates ID was typed on the wrong employee's record. Select the red bin at the end of its row; its name is Delete document. The app asks you to confirm, because the record, its scan and its reminders all go.

    • Select Delete document
14. 14

    Confirm with Delete

    Select Delete. The message Document removed appears and only the residence visa remains. Add document is still offered for the three kinds not yet recorded.

    • Select Delete