The Document Expiry Program is an optional flag based program designed to take the stress out of tracking and managing Members documents within EntireHR.
The program completes the following actions on flagged documents to ensure they are up to date:
1. Sends an email notification to MembersAn email will be sent to Members informing them that one or more of their documents are about to expire.
2. Updates the Members employment statusThe system will update the Members Employment status if a flagged documents expiry date is less than the current date.3. Sends a email notification to managementOnce the document has reached its expiry date and the Member's employment status has changed an email will be sent to the Email ID of the Office Manager.
To learn how to flag a document to be included in this program please visit: How to flag a document for the expiry program
If you are wanting to activate this plug-in please contact us and we can step you through the implementations steps and timeline.
For further details on the system settings and specific logic of this program please continue reading below.
1. Email Notifications to Members
This is a weekly program that sends out an email to members to notify them of an upcoming document expiry. It works by checking the expiry dates of flagged documents against the number of days set for your program. If the expiry date falls within the number of days to check in advanced it will be included in the email program.
The settings of your program can be found in Masters > Main Master > Document Check & Notification
The fields that are apart of the weekly program are:
- Check days in advance
- Member email subject line
- Email body to the member
Please note if the tick box (Send Email to Member) is deselected within the Document Check & Notification Screen the email will not be sent.
2. Employment Status change
If a flagged document is not updated and the expiry date is less than the current date the system will change the member's Employment Status.
The Employment Status and reason will be updated to what is set within the program's settings. (Masters > Main Master > Document Check & Notification)
If the Employment status is set to Inactive/Suspended/Terminated this will Restrict the Members access within the App and Portal ensuring they are not able to view/accept shifts. We recommend using the status of "SUSPENDED" with the reason as "PENDING DOCUMENTATION"
3. Email to Manager
If a Members employment status is changed due to the expiry program an email is sent to the Manager set at the office the member is linked to.
The fields to adjust the subject line and body of the email that is sent to the manager are also found within the program's settings (Masters > Main Master > Document Check & Notification)
Please note if the tick box (Send Email to Manager) is deselected within the Document Check & Notification Screen the email will not be sent.
Does the system allow you to place a member if the Shift date is greater than the Expiry Date?
Yes, however the program will have sent email notifications to the Member prior to the document lapsing. Once the document lapses the Member will have restricted access within the App and portal and an email will be sent to the Manager to inform them.