Track certification and document expiry dates
Add an expiry date to qualifications and get alerted before they lapse.
For: Managers & HR · Category: Documents & notices
Professional certifications, government IDs, and educational qualifications often expire. Veridox lets you record an expiry date on each document and shows a clear status badge - so nothing lapses without warning. Automated alerts notify both the employee and HR when a document is approaching its expiry.
Steps
- Open an employee's Documents tab - Go to HR -> People tab -> Employees, open the employee, then go to their Documents / Qualifications tab.
- Set an expiry date when uploading - When adding a new qualification or education document, fill in the optional "Expiry date" field. Pick the date the document expires.
- Edit expiry on an existing document - Click the edit icon on any qualification or education document to update its expiry date without re-uploading the file.
- Read the status badge - Each document shows a badge: green "Valid until [date]" (more than 30 days away), yellow "Expiring in X days" (within 30 days), orange "Expiring soon" (within 7 days), or red "Expired" (past the date).
- Automatic alerts - Veridox sends a notification to the employee and to HR 30 days before expiry and again at 7 days. These are sent once per window and will not repeat.
Tips
- Qualifications, education documents, and government IDs support expiry dates. CVs and other document types do not have this field.
- Employees can see their own expiry badges in their profile. Only HR, admins and owners can edit the date.