External company documentation
Define which documents you require from each external company, mark the ones each employee hands in and keep track of expiry dates.
For each external company you can define a list of documents its employees must hand in before working at your premises: training certificates, medical check-ups, Social Security registrations, insurance… Inallow tells you at any time who has everything up to date and who is missing something.
Document types: required and supplementary
Each document on the list is one of these two types:
- Required (mandatory): the employee must have handed it in and it must be valid. If it is missing, the panel warns you when you record their entry.
- Complementary (recommended): it is advisable to have it, but it is not essential.
Define a company's documents
- In Companies, click View (eye) on the company's row and open the Documents tab.
- Click New document.
- In the Create document window, type the name in Document (for example, "Occupational risk prevention course").
- In Required, leave the box ticked if the document is mandatory or untick it if it is supplementary. When you hover over it you will see "Required" or "Complementary". By default it is mandatory.
- Click Create. You will see the message "Document created".
The list shows each Document and whether it is Required (Yes or No). You can search with Search document and filter with the Filter: icons to see only the required ones or only the supplementary ones.
To change a document, click Modify (pencil), change the name or the type in Update document and click Modify.
Mark documents as handed in
When an employee of the external company hands you a document:
Open their documentation
On the company's Employees tab, click Manage documentation (eye) on the employee's row.
Mark what has been handed in
The Manage documentation window lists all the company's documents with these columns:
- Document: the name.
- Required: Yes or No.
- Delivered: tick the box for the documents they have handed in. Untick it if a document is no longer valid.
- Expiration date: if the document expires, choose the date. Leave it empty if it never expires.
Apply the changes
Click Apply. A confirmation message appears and the employee's status is updated.
Documentation statuses
A document counts as pending if it is not marked as handed in or if its expiry date has already arrived. A document that expires today already counts as pending. A document without an expiry date never expires.
With that, each employee has one of these statuses:
| Status | What it means |
|---|---|
| Up to date (documentation up to date) | They have handed in all their company's documents, required and supplementary, and all are valid. |
| Missing mandatory documentation | A required document is pending. |
| Missing complementary documentation | A supplementary document is pending. |
Where you see the status
- In the Companies list, Documentation column, as a summary for each company.
- On each company's Employees tab, Status column.
- In the search by ID in Log, in the Documentation section.
- When you record an entry from the panel: if a required document is missing, the warning "The employee does not have the required documentation up to date." appears. The warning does not stop you recording the entry.
- In the companies report, Documentation column: ✓ if everything is up to date and X if any document is missing, even a supplementary one.
If the Inallow Visits app denies access to an employee because of incorrect documentation, Inallow sends a text message alert. See Inallow Visits app.