Documents by role
Warehouse, delivery and office roles need different files. Keep one required-document checklist for the items everyone needs, and add the role-specific documents for delivery associates and equipment operators. HR verifies or rejects each upload, so a photo of someone else's licence is caught before the first route, not after an accident.
- Everyone: ID proof, address proof, PAN, bank proof, appointment letter
- Delivery associates: driving licence, vehicle RC, insurance, pollution certificate, police verification
- Forklift and reach truck operators: operator certificate and medical fitness where your policy requires it
- Corporate staff: education and previous employment documents
- Fixed-term staff: the signed fixed-term appointment letter with its end date
Expiry dates that keep people off the road
Driving licences, vehicle insurance and pollution certificates all expire, some every year. Enter the expiry date when each document is verified, and review expiry dates in the document reports at the start of every month, hub by hub. The hub in-charge then asks the associate for the renewed copy two to four weeks ahead. If a licence lapses, take the associate off routes until the new one is verified; a day of lost deliveries costs less than an accident claim.
Access by site
Hub in-charges and warehouse managers need to see their own people's documents, not the whole company's salaries. In Access Control, give them a data scope limited to their branch, with salary and bank fields masked. Files are kept in secure storage and go out through time-limited download links when an insurer or a client asks for them, while head office HR keeps company-wide access.
Documents after the season
Peak staff leave in large numbers after the sale, and many return next year. Keep their verified documents in their records, according to your retention policy, so rehiring starts with a file that only needs expiry dates checked, not a fresh collection. Before rehiring, confirm licences and vehicle papers are still valid, and redo police verification if your policy sets a period for it.
How to set it up in ZeniaHR
- Build the document checklist with common items for everyone and extra items for delivery associates and equipment operators.
- Verify or reject each upload before the associate's first shift or route.
- Enter expiry dates for licences, vehicle papers, operator certificates and police verification.
- Give hub in-charges and warehouse managers branch-level access with salary and bank fields masked.
- Review expiring documents every month by site and chase renewals before the date.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a delivery associate have?
A valid driving licence and, for their own vehicle, the registration certificate, insurance and pollution certificate, plus ID and address proof, PAN, bank details and police verification where the company requires it. HR should verify each one and record expiry dates, so an associate with a lapsed document is taken off routes until it is renewed.
How can HR track driving licence expiry for delivery staff?
Record the expiry date when the licence is verified, and review upcoming expiries every month, site by site. Each document in ZeniaHR holds its expiry date and a verified or rejected status, and hub managers with branch-level access can chase renewals for their own team.
Should warehouse staff documents be kept after the season ends?
Yes, as your retention policy allows, because many peak staff return the next season and their verified documents make rehiring quick. Before rehiring, check which documents have expired and collect renewed copies. Keep appointment letters and exit records too, in case of later questions on pay or gratuity.