Every paper for every worker,in one place.
Contracts, ID copies, tickets and training records, filed under the person they belong to. Anything with a date on it warns you before it runs out. An inspection becomes a five minute job.
For anyone who has to prove a worker was allowed on site.
It is in four places
Contracts in a cabinet, ID copies in an inbox, tickets in somebody’s car. None of it is where you are when you need it.
Things expire quietly
A medical or a training card runs out and nobody notices. You find out when an inspector does, or when a client stops the job.
An inspection means a bad week
Somebody spends days pulling files together and still cannot find two of them. The fine is not the worst part. The days are.
The papers and the hours live apart
You can see that somebody worked, but not whether they were allowed to. Two systems, and only one of them is ever checked.
One folder per person
Attached to the same record as their hours, their shifts and their pay.
Everything under one name
Contract, ID, bank details, tickets, training, warnings. Open one person and see all of it, instead of asking three people where it went.
Warned before it runs out
Put the expiry date on and you get told before it passes, not after. The card, the medical and the licence all chase themselves.
Ready when somebody asks
Pull what an inspector or a client wants in a few minutes. It is filed by person and by site, which is how they ask for it.
Staff upload their own
A worker sends a sick note or a new ID from their phone and it lands in their folder. Nobody has to bring paper to an office.
What you have to be able to show
Being right is not enough here. You have to be able to prove it, quickly, to somebody standing in your yard.
Inspections
A Department of Labour or council visit asks for records per person. Keeping them per person is what turns that visit into a short one.
POPIA
ID copies and personal papers are exactly what the Act is about. Access is controlled, and a person’s file can be exported or deleted when it should be.
Client rules on site
Many sites will not let somebody in without a current ticket. Knowing that a week early is the difference between a swap and a stopped job.
Questions about documents
What can we store?
Contracts, ID copies, bank details, medicals, training records, tickets, licences and warnings. Anything you would keep in a staff file.
How do the expiry warnings work?
Add the expiry date when you upload the document. You are told before it runs out. That leaves time to book the renewal, instead of pulling somebody off site.
Can staff send their own documents in?
Yes. A worker can send a sick note or an updated ID from their phone and it goes into their own folder for an admin to check.
Is it kept safely?
Yes. Access is controlled and every file sits against one person, which is also what POPIA expects of records like ID copies.
Put the filing cabinet away.
Start free for 14 days. Load a handful of people, put their expiry dates in, and see what is already out of date.