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Adding Employee Documents

IceHrm allows you to manage employee documents, including document types and submission procedures. Both administrators and employees can add documents to the system.

Document Types​

Before adding employee documents, you need to configure document types.

How to Manage Document Types​

Go to Manage > Documents > Document Types

Document Types

When creating a document type, you can configure when expiry notification emails should be sent to employees. This helps track document compliance and renewal requirements.

  • Name: Name of the document type (e.g., "Passport", "Certification")
  • Expiry Notification: Days before expiry to send notification email

Adding Employee Documents (Admin/Manager)​

Administrators and managers can add documents on behalf of employees.

How to Add​

  1. Go to Manage > Documents > Employee Documents

Employee Documents List

  1. Click Add New

  2. Fill in the document details:

Add Employee Document

  • Employee: Select the employee
  • Document Type: Select from configured document types
  • Document: Upload the file
  • Valid Until: Expiration date (optional)
  1. Click Save

Adding Documents (Employee Self-Service)​

Employees can upload their own documents through the self-service portal.

How to Add​

  1. Go to Documents > My Documents > My Documents

Employee My Documents

  1. Click Add New

  2. Select the document type

  3. Upload the file

  4. Click Save

Document Expiry Notifications​

When you configure expiry notification days on a document type, the system will automatically send email reminders to employees before their documents expire.

Example​

Document Type: Passport
Expiry Notification: 30 days

Result: Employee receives an email 30 days before their passport expires

Common Document Types​

  • Passport: Identity verification, travel
  • Visa: Work authorization
  • Driver's License: Identity, driving privileges
  • Professional Certification: Skills verification
  • Educational Certificate: Qualification verification
  • Employment Contract: HR records

Quick Reference​

  • Manage document types: Navigate to Manage > Documents > Document Types
  • Add employee document (Admin): Navigate to Manage > Documents > Employee Documents
  • Add own document (Employee): Navigate to Documents > My Documents > My Documents

Best Practices​

  1. Set Up Document Types First - Configure all required document types before employees upload documents
  2. Use Expiry Notifications - Set notification days for documents that need renewal
  3. Clear Naming - Use descriptive names for document types
  4. Regular Review - Periodically check for expired or expiring documents