Staff documents and electronic signatures explained
Upload documents with expiry dates and get announcements or policies signed directly from the app, paperless.
Every employee can have documents linked to their file, such as fitness certificates, training certificates or residence permits. Klyra flags expiry dates in advance and lets you get documents signed directly in the app.
Uploading a document
From the person's file you can upload a file (PDF or photo) and set the type and expiry date, if any. The document remains viewable and downloadable at any time.
- Fitness certificates and medical checks
- HACCP or safety training certificates
- Residence permits and identity documents
- Internal policies and notices
Expiry notifications
When a document nears expiry, the manager receives an alert: this avoids discovering an expired fitness certificate during an inspection.
Electronic signature
You can send a document for signature (policy, notice, internal procedure) directly to the person's app: the signature is recorded with date and time and stays attached to the document.
Search and inspection checks
During an inspection you can quickly filter documents by type or expiry and show the up-to-date status of all staff on duty.
Cosa trovi in questa guida
- staff documents
- fitness certificate expiry
- mandatory training
- electronic signature
- internal policies
- expiry notifications
Passaggi
- Open the person's file and go to Documents
- Upload the file and choose the type
- Set the expiry date if applicable
- For a document requiring signature, choose "Send for signature"
- The person signs from their own app
- Check the status (pending, signed, expired) from the file
Problemi frequenti
- No alert appears before expiry → expiry date not set at upload time → edit the document and add it
- The person cannot sign → notifications disabled on their profile → check the app notification preferences
- Duplicate document → uploaded twice by mistake → delete the older copy and keep the correct one
Domande frequenti
Is the electronic signature valid for a HACCP inspection?
The signature records date, time and person in a traceable way and is accepted as internal evidence; check specific legal requirements for your country if needed.
Can I be alerted before a fitness certificate expires?
Yes, set the expiry date on the document: you will receive a notification with advance notice before it becomes invalid.
Where do I see all documents expiring across all sites?
From the general HR section you can filter documents by status and site, getting a single list of upcoming expirations.
Guide collegate
Questa guida ti è stata utile?
Hai ancora bisogno di aiuto?
Descrivi il problema: alleghiamo in automatico pagina, sede, organizzazione e ruolo.
Contatta l’assistenza