Employee documents for restaurants and QSR chains

Documents every food handler needs

For cooks, stewards, dishwashers and crew, the file holds ID and address proof, PAN, bank details, a photograph, age proof, education or training certificates, the appointment letter and a current medical fitness certificate. Supervisors add their FoSTaC certificate. Keep age proof for every employee without exception: crew and trainee roles attract very young applicants, and the file should show each person's age on the day they joined.

Riders, drivers and bar staff

In-house delivery riders need a valid two-wheeler driving licence, and many outlets also keep the vehicle's registration and insurance on file where the rider uses their own bike on duty. Van drivers for a central kitchen need a licence for the vehicle class they drive. Bar staff may need a responsible alcohol service certificate if your state or brand asks for one. Record the expiry date of each licence when HR verifies it, because an expired licence surfaces at the worst moment.

Expiry tracking across outlets

Medical fitness certificates, licences and training certificates all lapse. In ZeniaHR, HR verifies or rejects each document and records its expiry date, and the document reports export to CSV. Run them at the start of each month and send every restaurant manager a list of what expires in the next 30 days at their outlet, so a cook's fitness certificate is renewed before the audit, not after it. Joiners see their own required-document checklist in My Self-Service, so they know what is still missing.

Access for outlet managers

Restaurant managers need to see whether their team's certificates are current, not everyone's salary or bank account. In Access Control, limit their data scope to the outlet's branch or their own reporting line, and switch salary, bank and contact fields to masked. Files sit in secure storage and open through download links that expire, which suits a trade where documents often get passed around on phones in a hurry.

How to set it up in ZeniaHR

1. Add the medical fitness certificate, age proof and, for riders, the driving licence to the onboarding document checklist.
2. Verify each document in Employee Documents and record expiry dates for fitness certificates, licences and FoSTaC certificates.
3. Run the document reports at the start of each month, export them to CSV and send each restaurant manager their outlet's expiry list.
4. Limit restaurant managers in Access Control to their outlet's branch or reporting line, with salary, bank and contact fields masked.
5. Store the letters staff ask for most, appointment, confirmation and experience, as templates in the HR letter library, and file each issued copy.

Read more about employee documents in ZeniaHR.

Roles this applies to

Frequently asked questions