What goes in a technician's file
Split the document list by role. Coordinators and store staff need the standard set; technicians need the field items too. Ask for the current address as well as the permanent one, because customer escalations and HR letters have to reach the technician quickly.
- Aadhaar, PAN, bank proof and both addresses
- ITI, diploma or skill council certificate
- Two-wheeler licence, plus registration and insurance of his own vehicle if used for work
- Medical fitness for work at height, for climbers
- Police verification where clients or your policy require it for home visits
- Signed custody forms for tools, stock and the company SIM
- Appointment and confirmation letters
Dates that lapse every year
Vehicle insurance renews every year, fitness certificates for climbers are often annual, and licences carry their own dates. Enter each document's lapse date at the moment HR verifies it. Then keep a monthly routine: HR goes through the document reports for anything lapsing in the next 45 days and sends each team leader the names. The technician renews and sends a photo of the new document to HR, who adds and verifies it within a day. The required-document checklist in his app shows him anything still missing.
Custody forms are documents too
Every time a tool is swapped, a router stock is topped up in bulk or a SIM is replaced, the custody form changes. Upload the new signed version to the technician's documents and keep the old ones, so exit clearance always works from the latest list. Cluster in-charges should see only their own cluster's files through a department data scope, HR can hide bank and pay details from them through field masking, and every download uses a link that expires, which matters when forms are shared with a store or an auditor.
How to set it up in ZeniaHR
- Keep separate document lists for technicians and for coordinators or store staff, written into the joining process.
- Check every document as it is added, entering the lapse date for the licence, the vehicle insurance, fitness certificates and police verification.
- Upload a fresh signed custody form whenever tools, SIMs or bulk stock change hands.
- Each month, review the document reports for items lapsing within 45 days and send team leaders their lists.
- Give cluster in-charges a department data scope and mask salary and bank fields for their role.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a field service company keep for technicians?
Identity, PAN, bank and address proof, trade certificates, the two-wheeler licence and, if he rides his own vehicle for work, its registration and insurance. Add fitness for height work for climbers, police verification where required, signed custody forms for tools and SIMs, and his HR letters.
Should a company keep a technician's vehicle insurance on file?
If the technician uses his own two-wheeler for company work, yes. Keep the registration and a current insurance copy with its expiry date, and ask for the renewal each year. It helps both sides after an accident and supports the fuel reimbursement you pay for that vehicle.
Is police verification needed for technicians who visit homes?
Many field service companies ask for it, and some clients insist on it, because technicians enter customers' homes. Where you require it, collect it before the first solo visit, record its date, and repeat it as often as the client contract says.