Lesson 7 of 24

Follow up documents that are about to expire

For: HR directorAbout 5 min

What you will be able to do

This lesson is for the HR team. You will use the Expiring documents tab to see which visas, Emirates IDs, labour cards and passports have expired or will expire soon, narrow the list by document and by period, open the employee from the list and record a renewal.

Before you start

  • You are signed in with an HR role. In the demo company that is the HR director.
  • Documents with expiry dates are recorded for the employees, by hand or through the import, as in the earlier lessons.

Steps

  1. 1

    Select the Expiring documents tab

    In Workforce select Expiring documents. The list shows the documents of current employees that have already expired or will expire within the period shown, soonest first. Each row names the employee and their number, the document, its number, the expiry date and a status.

    • Select Expiring documents
  2. 2

    Read the statuses

    A red status means the document has expired and says how many days ago: one passport here is already out of date. An amber status counts the days that are left. The payroll officer has three documents that expire in less than a month.

  3. 3

    Filter by document

    Open the Document list and choose Passport. Only passports remain. Use this when you work through one kind of renewal at a time.

    • Select Document
    • Choose Passport
  4. 4

    Change the period

    Set Document back to All documents. Then open Period and choose Next 30 days to see only what is urgent. The list always includes documents that have already expired.

    • Select Document
    • Choose All documents
    • Select Period
    • Choose Next 30 days
  5. 5

    Look further ahead

    Choose Next 365 days to plan the year. The list grows to every document that falls due in the next twelve months.

    • Select Period
    • Choose Next 365 days
    The screen at step 5: Look further ahead
  6. 6

    Open the employee from the list

    Each name is a link. Select the payroll officer's name to open his record, then select the Documents tab. His visa, Emirates ID and labour card all show the amber status.

    • Select Rohan Pillai
    • Select Documents
  7. 7

    Record the renewed visa

    His new visa has arrived. Select the pencil on the Residence visa row, enter the new expiry date and select Save. The status turns to Valid.

    • Select Edit document
    • Type Expiry date *: 2028-11-07
    • Select Save
  8. 8

    Go back and check the list

    Select Back to Workforce, then Expiring documents. The visa has left the list. The Emirates ID and the labour card are still there, waiting for their own renewals.

    • Select Back to Workforce
    • Select Expiring documents
  9. 9

    See when reminders go out

    Select the Settings tab and find Document reminders in the second card. The line under the field shows what is in force for this entity: reminders ninety, sixty and thirty days before expiry, and once on the day of expiry. A later lesson changes these numbers.

    • Select Settings

How to check it worked

After the renewal is saved, the employee's visa no longer appears under Expiring documents, while the documents you have not renewed are still listed.

Common mistakes

  • Looking for a leaver's documents here. The list covers current employees only.
  • Assuming an empty list means all documents are fine. It only shows documents that have been recorded; an employee with no documents on file never appears.
  • Choosing a short period and forgetting it. The period goes back to the entity's own reminder period when you reopen the page.

Check your understanding

  1. 1. What does the Expiring documents tab show when it first opens?

    1. A.Every document of every employee
    2. B.Documents of current employees that have expired or expire within the entity's longest reminder period
    3. C.Only expired documents
    4. D.Only residence visas
    Show answer

    Answer: B. Documents of current employees that have expired or expire within the entity's longest reminder period

    It opens on the longest reminder period set for the entity, ninety days by default, and includes anything already expired.

  2. 2. How do you take a renewed visa off the list?

    1. A.Delete the visa record
    2. B.Open the employee, edit the visa on the Documents tab and enter the new expiry date
    3. C.Tick it on the list
    4. D.It cannot be removed
    Show answer

    Answer: B. Open the employee, edit the visa on the Documents tab and enter the new expiry date

    The list is worked out from the expiry dates. Once the record carries the new date it is no longer due.