How the daily automatic expiry check works: a 30-day advance notice sent to managers, not to the employee.
KlyraOS checks every day the expiry dates of staff documents uploaded to employee records and sends a reminder 30 days in advance. The alert goes to whoever manages HR documents for the site, not to the employee who owns the document, so whoever needs to organise renewals or replacements has time to act.
Every day an automated process scans all documents with an expiry date set on staff records and identifies the ones falling within the 30-day advance window before expiry.
The alert does not go to the employee the document belongs to, but to whoever has the HR document management permission for the site: typically the HR or site manager. This is intentional: it is whoever handles renewals who needs the advance notice to arrange a medical check-up, a refresher course or a permit renewal in time.
If several documents belonging to several people expire on the same day, the manager receives a single summary email instead of one message per document. The system also keeps track of what has already been notified: the same recipient does not get the alert for the same document twice on the same day, even if the daily check runs more than once.
The reminder is a prompt to organise the renewal, not an automatic suspension: the document stays visible on the record until it is replaced or updated with a new expiry date.
How far in advance does the expiry reminder arrive?
30 days before the expiry date set on the document.
Does the employee get notified when their document is about to expire?
No, the alert goes to whoever has the HR document management permission for the site, not to the employee.
If I have several documents expiring on the same day, do I get several emails?
No, you get a single summary email listing all documents expiring in that check.
Can I receive the same alert twice?
No, the system avoids sending the same alert twice for the same recipient, document and day.
What happens if I do not update the document before it expires?
The document remains on the record marked as expired: check compliance against your internal procedures, the system does not automatically block the person.
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