Employee Document and KYC Status Reports

Before a client audit, a PF KYC drive or a background check, HR needs to know which documents are on file, which are verified and which are missing or expiring. The document reports in ZeniaHR answer this without opening each profile. The uploaded documents register lists every document with its number, expiry date and status. Other reports cover pending verifications, each employee's document status with PAN and Aadhaar KYC, and single document types such as passports and driving licences.

How it works

Open Reports and choose the Document Reports category.
Run the Uploaded Documents Register for a full list with document number, expiry date, status, who uploaded it and when.
Run the Employee Pending Documents Report for documents still waiting for verification.
Run the Employee Document Status Report for each employee's uploaded, verified and pending counts, with a PAN and Aadhaar KYC column.
Use the Aadhaar and PAN reports to see who has no number on file, and the passport and driving licence reports for issue and expiry dates.
Filter by branch or department and export to CSV to sort by expiry date.

What you can set

Uploaded Documents Register: number, expiry, status, uploaded by and on.
Employee Pending Documents Report.
Employee Document Status Report with a KYC column for PAN and Aadhaar.
Aadhaar Report and PAN Report, with a count of employees missing them.
Passport and driving licence reports with issue and expiry dates.
Bank, education, experience and contract document reports.
Filters: branch and department; CSV export.

Why document reports matter

Document gaps turn into real problems at the worst time. A PF KYC drive stalls because a dozen people have no PAN on file. A client audit asks for ID proofs of everyone on a site. A delivery driver's licence expired two months ago. Running the document reports monthly, rather than when someone asks, turns these into a short follow-up list. For how documents are collected and verified in the first place, see employee documents.

Worked example: licence expiries at a courier company

A courier company in Ahmedabad employs 85 delivery drivers. On the first Monday of each month, HR runs the driving licence report, exports it to CSV and sorts by expiry date. In the September run, four licences expire within 60 days and one expired in August. HR messages the four drivers to start renewal and moves the fifth to warehouse work until the renewed licence is uploaded and verified. The same morning, the Employee Document Status Report shows three new joiners with no PAN, and HR collects them before the month's payroll.

A monthly document routine

Fifteen minutes a month keeps the files audit-ready and saves a frantic week before every client visit or statutory inspection. Put the routine on the HR calendar for the same working day each month, so it happens even in a busy payroll week.

Run the Employee Pending Documents Report and clear the verification queue.
Export passport and licence reports and sort by expiry date.
Check the PAN and Aadhaar reports for anyone missing a number.
Keep each month's export with your compliance papers.

See document and kyc reports in a demo

We show it on a video call with your own shifts, leave types and rules. Free for your first 50 employees.

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Frequently asked questions

How do I find employee documents that are about to expire?

Run the Uploaded Documents Register, or the passport or driving licence report, export it to CSV and sort by the expiry column. ZeniaHR records expiry dates on each document but does not send expiry reminders, so a monthly run of these reports is the simplest routine.

What is a KYC status report for employees?

It shows, for each employee, whether their identity and tax documents are in order. ZeniaHR's Employee Document Status Report lists uploaded, verified and pending counts for each person with a KYC column for PAN and Aadhaar, so HR can spot gaps before PF or payroll work.

Can I see which documents are waiting for verification?

Yes. The Employee Pending Documents Report lists every document still waiting, with the employee, document name, type and upload date. The Document Verification list on the Employee Documents page shows the same queue grouped by employee, where HR can verify or reject them.

Can I report on one type of document, such as passports?

Yes. There are separate reports for Aadhaar, PAN, passports, driving licences, bank documents, education, experience and contract documents. The passport and driving licence reports include issue and expiry dates, which helps for roles that involve travel or driving.