Employee documents in event management companies

The standard file

Through the self-onboarding link, the joiner supplies identity, address and bank details with Aadhaar, PAN and bank proof. HR adds the signed appointment letter, education and experience papers, emergency contacts and nominees. For fixed-term coordinators, keep the contract with its end date, which matters at exit and for gratuity paid pro rata. Each employee can see their own documents, and what is still required, in self-service.

Consent, NDAs and conduct

Three signed documents protect both the company and the employee. First, the night-work consent of women employees, taken before the first late event. Second, a non-disclosure agreement for staff who work on celebrity weddings, political events or confidential product launches, covering guest lists, venues and photographs. Third, the code of conduct for events, covering alcohol, guest interaction and social media. Keep signed copies in the employee's documents, not in a manager's email.

Travel documents with expiry dates

Staff who travel for destination events need documents that expire. Note each passport's expiry date, any visa issued for an overseas wedding or conference, and the driving licence for staff who drive company vehicles, or their own, to venues. When an overseas event is confirmed, check every traveller's passport validity against the destination's entry rules before booking tickets, since some countries refuse entry on a passport close to expiry.

Who sees what

Event managers need to see their team's travel documents and consent status to plan an event, but not salaries or bank details. Give managers a role scoped to their department with salary and bank fields masked, and share any document with a hotel or airline through a time-limited download link rather than as an attachment that lives forever in someone's inbox. Freelance crew papers belong with accounts, not in employee records.

How to set it up in ZeniaHR

1. Collect identity, address and bank proof through the self-onboarding link, and add the other joining papers to each employee's documents.
2. File the signed night-work consent, NDA and code of conduct for every relevant employee, prepared from templates in the HR letter library.
3. Record passports, visas and driving licences with expiry dates when HR verifies them.
4. Before booking travel for an overseas event, check each traveller's passport expiry in their documents.
5. Give event managers a role scoped to their department, with salary and bank fields masked.
6. Share documents with hotels or airlines only through time-limited download links.

Read more about employee documents in ZeniaHR.

Roles this applies to

Frequently asked questions