The licence file
For each seller, keep the training completion, the exam result and the licence or certificate itself, with its number and expiry date. When the licence is renewed, upload and verify the new one, keeping the old one for history. A seller whose licence has lapsed should stop selling until it is renewed, which is why the monthly check of upcoming expiries is a core HR routine in any insurer.
Partner bank and client IDs
Bancassurance staff carry ID cards and system access issued by the partner bank, and broking staff may hold access passes to a large client's premises. These documents expire, and the partner will ask for them back when the person leaves. Store a copy of each ID with its expiry date and the name of the partner that issued it, so both renewal and return are tracked.
Consents and declarations
Some documents record agreement rather than identity. Night shift consent from women on the claims desk, the code of conduct acknowledgement, a conflict of interest declaration for staff with relatives in distribution or at partner banks, and a declaration that any earlier agency code has been closed all belong in the file. These are usually renewed yearly, so give them a one-year expiry when HR verifies them.
Who sees what
Sales managers need their team's licence status but not salary details, and partner-facing staff should not see colleagues' bank details. Use role-based access with salary, bank and contact fields masked, and data scope by department or reporting hierarchy. Employees upload renewals through self-service, where their required-document checklist shows what is missing, which cuts down the reminder emails HR has to send.
How to set it up in ZeniaHR
- Build required document checklists by role, adding the licence or certificate for sellers and night shift consent for women on night rosters.
- Verify each upload and record expiry dates for licences, partner bank IDs and annual declarations.
- Every month, check document reports for licences due to expire in the coming quarter, and tell the seller and their manager directly.
- Set Access Control so sales managers see documents for their reporting hierarchy with salary and bank fields masked.
- Ask employees to upload renewed licences and declarations through My Self-Service, where the required-document checklist shows what is missing.
Read more about employee documents in ZeniaHR.
Roles this applies to
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How should insurers track licence expiry for sales staff?
Store each licence or certificate as an employee document with its number and expiry date, and review upcoming expiries every month. Set validity on the licensing training program as well, so the training record shows when renewal is due. Move anyone with a lapsed licence off selling until it is renewed.
What documents should a bancassurance employee file contain?
Identity, address, education and employment records, the appointment letter, the licence or certificate with its expiry date, a copy of the partner bank ID card with its expiry, and signed conduct and conflict of interest declarations. The partner bank ID must be returned at exit, so keep track of it.
Why keep night shift consent in the employee file?
Women may work night shifts with their consent and with the safety conditions set by the government. Keeping signed consent in the file shows the roster was built on it and lets HR check before assigning nights. Renew the consent when the person's circumstances or shift pattern change.