Staff document expiries and reminders
How the daily automatic expiry check works: a 30-day advance notice sent to managers, not to the employee.
Klyra 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.
An automatic check every day
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.
Who receives the notification
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.
One email per manager, no duplicates
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.
- 30-day advance notice before expiry
- A single email per manager covering multiple documents
- Deduplicated by recipient, document and day
- No direct notification to the employee
What to do when a reminder arrives
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.
What this guide covers
- document expiry
- automatic reminder
- 30-day advance notice
- HR manager notification
- daily check
- deduplicated email
Steps
- Make sure every time-limited document has its expiry date set on the person’s record.
- Wait for the daily automatic check: there is nothing to trigger manually.
- Receive the summary email if you have the HR document management permission and there are expiries within 30 days.
- Arrange the renewal (medical check-up, course, document) with the person concerned.
- Upload the updated document to the record, replacing or alongside the expiring one.
Common issues
- No reminder arrives for an expiring document → the expiry date is not set on the document → open it and add it on the person’s record.
- The employee expects to receive the alert directly → the notification always goes to whoever manages HR documents for the site, not the employee → let staff know the manager handles renewals.
- A manager receives several emails for the same document on the same day → should not happen, the system deduplicates by recipient, document and day → check whether these are actually different documents with similar names.
- Nobody receives the alert for a site → no user holds the HR document management permission for that site → assign the permission to a manager.
Frequently asked questions
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.
Related guides
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