Keep important documents organized and accessible

Employment contracts, identity documents, work passes, certifications. Every employee comes with paperwork, and keeping track of it all can be challenging. Officaid lets you store and manage all employee documents directly in their profile, so everything is in one place and easy to find when you need it.

Why Document Management Matters

Physical folders get lost. Files scattered across shared drives become hard to find. Email attachments get buried. By uploading documents to each employee's profile in Officaid, you create a centralized, organized record that:

• Makes documents instantly accessible when needed.
• Tracks expiry dates so nothing important lapses.
• Keeps historical records for audits and compliance.
• Ensures the right people can access the right documents.

Where to Find Documents

The Documents section appears on the Overview tab of every employee profile.

1. 1 Navigate to Team from the left sidebar.
2. 2 Click Directory from the submenu.
3. 3 Click on the employee whose documents you want to manage.
4. 4 Scroll to the Documents section on the Overview tab.

What You Will See

The Documents section displays a table with:

• Document Name identifying the document.
• Document Type categorizing the document.
• Expiry Date showing when the document expires, or an Expired badge if already past the date.
• File icon to view or download the document.

Click on any row to view or edit the document details.

Adding a Document

1. 1 Click the Add Document button.
2. 2 Enter the Document Name to identify the document.
3. 3 Select a Document Type from the dropdown (optional).
4. 4 Set an Expiry Date if the document expires (optional).
5. 5 Add a Description for any additional notes (optional).
6. 6 Upload the file by dragging and dropping into the upload area, or click Select File to browse.
7. 7 Ensure the Active toggle is on.
8. 8 Click Add Document to save.

Document Types

Officaid provides document types to help you categorize files:

• Contract for employment agreements and amendments.
• ID for identity documents like NRIC or FIN.
• Passport for passport copies.
• License for driving licenses or professional licenses.
• Certificate for educational or professional certifications.
• Other for documents that do not fit the above categories.

Expiry Tracking

Documents with expiry dates are monitored automatically. When a document expires, it displays a red Expired badge in the list, making it easy to spot documents that need renewal.

Active vs Inactive

Each document has an Active toggle:

• Active documents appear in the main list and are considered current.
• Inactive documents are archived but still stored for reference.

When a document is replaced or no longer current, set it to inactive instead of deleting it. This keeps a complete history of all documents for the employee, which is valuable for record keeping and audit purposes.

Common Documents to Store

Consider storing these documents for each employee:

• Employment Contract signed by both parties.
• NRIC or FIN copy for identity verification.
• Work Pass for foreign employees (Employment Pass, S Pass, Work Permit).
• Educational Certificates for qualification records.
• Professional Licenses required for certain roles.
• Driving License if driving is part of their job.
• Training Certificates for completed courses or certifications.

Editing and Removing Documents

To edit a document, click on it to open the details form. Update any fields as needed and click Update Document to save.

To remove a document, open the details form and click the Remove button.

Frequently Asked Questions

What's Next?

Continue organizing employee information:

• Adding Emergency Contacts and Dependants covers storing personal contacts.
• Assigning Inventory to Employees explains tracking company assets.
• Viewing Employee Details gives an overview of all profile sections.