Employee documents for warehouse staff

What to collect for each role

Most floor staff live in rented rooms near the site and have a permanent address in their home district, so record both. The current address matters when HR has to send a letter; the permanent one matters for records and for nominees.

• Everyone: Aadhaar, PAN, bank passbook or cancelled cheque, photograph, current and permanent address
• Everyone: UAN if previously covered by PF, and nominee details
• Forklift and reach truck operators: operator training certificate and any licence your policy requires
• Staff at high-value client sites: police verification certificate where the contract asks for it
• HR letters: appointment letter, confirmation letter, and any warning or transfer letters

Check each document the day it arrives

An unreadable Aadhaar photo or a bank passbook in someone else's name causes a failed salary credit three weeks later. Check each document when it arrives. In ZeniaHR, HR verifies or rejects every uploaded document, and the joiner sees what is still missing on the required-document checklist in the app, so HR is not chasing people at the gate. Bank details deserve a second check against the name on the account, because pickers sometimes give a relative's account when their own is dormant.

Expiry dates that affect the roster

Some documents decide whether a person can do their job. An operator with an expired training certificate cannot drive a reach truck, and a client audit that finds lapsed police verification can put the contract at risk. Record the expiry date on each of these documents when you verify it. At the start of every month, HR goes through the expiry dates in the document reports and sends each site manager the documents that lapse in the next two months, so refreshers and renewals are booked before the date.

Access at a shared dock office

Warehouse teams share computers at the dock office, so access matters. Give site managers a data scope limited to their own branch, mask salary and bank fields for anyone who does not run payroll, and let HR download files only through time-limited links. A picker can always see their own documents in the app, which cuts the number of people asking HR for a copy of their appointment letter.

How to set it up in ZeniaHR

1. Write down the document list for each role, with common items for everyone and role items such as MHE operator certificates, and share it with site managers.
2. Collect the photo, Aadhaar, PAN and bank proof through the self-onboarding link before the first shift, and add role documents to each employee's file.
3. Verify or reject each document, and record the expiry date on certificates, licences and police verification.
4. Limit site managers to their own branch in access control, and mask salary and bank fields by role.
5. Each month, export the document reports to CSV and send each site its list of documents due for renewal.

Read more about employee documents in ZeniaHR.

Roles this applies to

Frequently asked questions