Files by role
Set this up as the onboarding document checklist per role, so each new joiner uploads the right papers before day one, and existing staff see any gaps in their own required-document checklist without HR having to send reminders one by one.
- Stylists and beauticians: ID, address proof, certificates, portfolio
- Spa therapists: ID, police verification, spa certificates, current local address
- Makeup artists: certificates, portfolio, consent for pre-dawn bridal calls
- Receptionists: ID and education proof
- Everyone: bank proof, appointment letter, nominee details, photographs
Local address and emergency contacts
Many spa therapists and stylists live in shared rooms far from their families. Keep a current local address and two emergency contacts, one local and one at home, and ask staff to request an update through the mobile app whenever they move; the request goes to HR for approval. It matters on the day someone falls ill at work or simply does not arrive.
Expiry and verification
Police verification may need renewing as per local practice, and certificates such as first aid expire. Add expiry dates when uploading, verify each document and mark it verified or rejected, and go through the document reports every month. Staff see missing or expiring items on their own checklist, so renewals arrive before a licence inspection rather than after it.
Records for licence inspections
Municipal trade licence inspections and police checks may ask a salon or spa for its staff list and IDs. Keep an up-to-date staff list per branch from the employee records, and let the branch manager open documents through time-limited download links rather than keeping photocopies in a drawer. Give the manager a role scoped to the branch, with salary and bank fields masked.
How to set it up in ZeniaHR
- Set the required documents per role, including police verification for spa and home service staff.
- Upload IDs, certificates and verification reports, with expiry dates where they apply.
- Verify each document and mark it verified or rejected.
- Ask staff to keep local address and emergency contacts current through profile correction requests in the mobile app.
- Give branch managers branch-scoped access with salary and bank fields masked.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a salon keep for each employee?
ID and address proof, PAN, bank proof, photographs, certificates and a portfolio for skilled roles, the appointment letter and nominee details. Spa therapists and home service staff add police verification, and anyone on pre-dawn or late work should have a signed consent on file.
Why do spas keep police verification for therapists?
Because therapists work one to one with clients in private rooms, and many city police and licensing rules ask spas to keep verification on file. It protects clients, staff and the business. Store the report in the therapist's documents and note any renewal date your local practice sets.
How can a salon keep staff addresses up to date?
Ask staff to request a profile update from the ZeniaHR mobile app whenever they move, which sends the change to HR for approval. Check local addresses and emergency contacts twice a year, especially for staff living in shared accommodation far from home.