What a site worker's file holds
Build the file in two parts. Identity and bank documents arrive through the self-onboarding link before travel. Role documents come as scans or are checked against originals at site, and HR adds them to the employee's documents. Keep the signed PPE issue record in the same file, because it is the first thing asked for after an accident.
- Aadhaar, PAN, bank proof and home and site addresses
- ITI or diploma certificate for the trade
- State electrical licence, wireman or supervisor, where the work requires one
- Medical fitness for height work, with blood pressure and vision checked
- Certificates from external training such as height rescue courses
- Police verification for security guards
- Appointment letter, with the end date for fixed-term staff, and the signed PPE issue record
Ready for the client's site entry check
Before mobilisation, most EPC clients and developers ask for a manpower list with identity proof, fitness certificates and training records for everyone entering the site. When the files are complete in ZeniaHR, HR can share copies through download links that expire, rather than emailing attachments that stay in inboxes forever. Give each site in-charge a data scope covering only their own site, and hide salary and bank fields from roles that do not run payroll, since site offices are shared spaces.
Licence and fitness dates that decide site access
An electrician whose licence has lapsed should not be terminating HT cables, and a fitter whose height fitness certificate is a year old should not be on a rooftop. Record the expiry date on each licence and fitness certificate when HR verifies it. At the start of each month, HR and the HSE officer pull the document reports and pick out whatever runs out within the coming weeks, the worker gets a day off for the renewal or medical check, and HR verifies the new document when it arrives.
How to set it up in ZeniaHR
- Let identity and bank documents come in through the joiner's onboarding link, then add trade, licence and fitness papers to each person's file yourself.
- Check each document as it is filed, entering lapse dates for electrical licences, fitness certificates and external training certificates.
- Keep the signed PPE issue record in each worker's documents from the day of issue.
- Limit each site in-charge's data scope to their own site, and hide pay and bank details from that role.
- Review lapse dates monthly with the HSE officer, using the document reports, and schedule renewals before the dates pass.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents does a solar EPC company need for site workers?
Identity, PAN and bank proof, trade certificates, any electrical licence the work needs, a medical fitness certificate for height work, training certificates, police verification for security staff, the appointment letter and a signed PPE issue record. Most clients ask to see these before workers enter the site.
Do solar site electricians need an electrical licence?
It depends on the work and the state. State electrical licensing boards issue wireman and supervisor licences for defined electrical work, so check what your state requires for the tasks your electricians perform. Record each licence with its expiry date and assign licensed people to the work that needs them.
How should HR prepare for a client's site entry audit?
Keep every site worker's file complete before mobilisation: identity, fitness, training records and the appointment letter. Share copies through expiring download links, and check lapse dates the week before the audit, so nobody is turned away at the gate for an outdated fitness certificate.