Expiring documents
A work permit, a professional certification, a fixed-term contract or an ID can lapse without anyone noticing. Give the document an expiry date and Cadre alerts HR ahead of it, and on the day.
Who can see expiring documents, acknowledge alerts and change alert settings: Owner, HR admin.
Give a document an expiry date
Section titled “Give a document an expiry date”Set the date in Expires on when you add a document to an employee’s record, or later with the document’s Expiry date button. See Documents on an employee’s record.
An expired document is marked Expired, never deleted. An archived document’s expiry date can’t be changed.
When alerts go out
Section titled “When alerts go out”By default Cadre raises an alert 60, 30 and 7 days before a document expires, and on the day it expires. The alert on the day always goes out. You can choose up to five other points, each from 1 to 365 days before.
- Each alert is raised once for each expiry date. If you record a new date, it gets alerts of its own.
- A document added inside a window gets that window’s alert only. For example, a permit added 5 days before it lapses gets the 7-day alert, not the 60- or 30-day ones.
- Only current employees’ documents that are not archived are alerted.
Cadre checks for alerts once a day. Select Check alerts now on Expiring documents to check straight away. It never raises the same alert twice.
Who is told
Section titled “Who is told”- HR admins and the owner, always: one email listing the day’s alerts, and an open alert on Expiring documents until someone acknowledges it. The menu shows the number of open alerts beside Expiring documents.
- The employee, by default, but only for documents shared with them. Telling them about a document HR keeps to itself would reveal that it exists.
- The employee’s manager, only if you turn it on. It is off by default, because a document can be personal.
Change the alert settings
Section titled “Change the alert settings”-
Go to Expiring documents and find Alert settings at the foot of the page.
-
In Days before expiry to alert, enter up to five numbers, separated by commas.
-
Tick or untick Tell the employee about their own documents shared with them and Tell the employee’s manager.
-
Select Save alert settings.
Changes apply from the next check. Alerts already raised stay as they are.
Work through the list
Section titled “Work through the list”Expiring documents lists documents on current employees’ records that have expired or expire soon, soonest first. Each row shows the employee, the document and its category, whether it is shared with the employee, the department, the expiry date and days left, its status (Expired, Expiring soon or In date) and its latest alert.
Narrow the list with:
- Show: Expired or expiring, Expiring, not yet expired, Expired, or Every document with an expiry date;
- Expiring: within 7, 30, 60 or 90 days, 6 months or a year;
- Category and Department;
- Open alerts only.
Select Export to Excel to download the list as it is filtered.
Acknowledge an alert
Section titled “Acknowledge an alert”When someone is dealing with a document, select the acknowledge button (a tick) on its row. Add a note if you want to, and select Acknowledge. Its open alerts leave the inbox, and stay on record with your name.
Record a renewal
Section titled “Record a renewal”When a document is renewed, select the calendar button on its row, choose the New expiry date and select Save date. For a renewal, upload the new document to the employee’s record too.