Required document checklist for every employee

How it works

1. The compliance view lists every employee with uploaded, missing, pending, verified and rejected counts against the eight required documents.
2. Uploads are matched to slots by words in their type or name, and Aadhaar and PAN scans stored on the employee record also count.
3. Counters at the top show totals for employees with uploads, pending checks, full verification, rejections and missing documents.
4. Search by name, code or designation, or filter by status to see, for example, only people with rejected documents.
5. Employees see their own documents and required-document checklist in self-service and the app.
6. For joiners, the onboarding checklist is set by the company, with a template, per-employee overrides and custom document types.

What you can set

• Required slots: Aadhaar, PAN, resume, offer letter, joining letter, bank passbook, degree certificate, experience certificate.
• Slot matching: cheque or passbook for bank, relieving or service letter for experience, marksheet or diploma for degree, appointment letter for joining.
• Counters: total, with uploads, pending, verified, rejected, missing.
• Employee status is Verified only when all eight are uploaded and verified.
• Onboarding checklist: company template, override per employee, custom document types.

Why a fixed checklist helps

Without a checklist, document collection depends on the memory of whoever did the joining. One person collects the degree certificate, another forgets the signed offer letter, and during a client audit or a background verification request HR discovers the gaps. A standard set of required documents, checked the same way for everyone, turns this into a list HR can clear. It also shows where the process itself is weak, for example when every joiner from one branch is missing the joining letter.

Worked example: a 60-person CA firm in Ahmedabad

Before the year-end audit, HR at a chartered accountancy firm opens the compliance view. The counters show 60 employees, 58 with uploads, 9 with documents pending verification and 12 with at least one document missing. Filtering by missing, HR finds that 7 of the 12 are articled assistants in their first job, who have no experience certificate, which is expected. The other 5 are missing a PAN or bank proof, which matters for payroll, so HR asks them for the documents that week and verifies the 9 pending uploads the same afternoon.

Using the checklist sensibly

The checklist is a guide, not a verdict. It treats every employee the same way, so HR has to apply judgement for people whose situation is different, such as freshers with no previous employer or senior hires whose old offer letters are long gone.

• Expect freshers to show the experience slot as missing, and note it in remarks.
• Name uploads clearly, such as Cancelled cheque or Relieving letter, so they fall into the right slot.
• Configure the onboarding checklist so joiners upload the same documents before day one.
• Review the counters every month, not only before audits.

Frequently asked questions