Document Expiry Program
The Document Expiry Program is an optional flag-based program designed to take the stress out of tracking and managing Members' documents within Entire OnHire
The program completes the following actions on flagged documents to ensure they are up to date:
1. Sends an email notification to Members
An email will be sent to Members informing them that one or more of their documents are about to expire.
2. Updates the Member’s employment status
The system will update the member’s Employment status if a flagged document’s expiry date is less than the current date.
3. Sends an email notification to management
Once the document has reached its expiry date and the Member's employment status has changed an email will be sent to the Email ID of the Office Manager.
To learn how to flag a document to be included in this program please visit: How to flag a document for the expiry program
If you are wanting to activate this plug-in, please contact us and we can step you through the implementation steps and timeline.
For further details on the system settings and specific logic of this program please continue reading below.
1. Email Notifications to Members
This is a weekly program that sends out an email to members to notify them of an upcoming document expiry. It works by checking the expiry dates of flagged documents against the number of days set for your program. If the expiry date falls within the number of days to check in advance it will be included in the email program.
The settings of your program can be found in Masters > Member Master > Document Check & Notification.
The fields that are a part of the weekly program are:
-
Check days in advance
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Member email subject line
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Email body to the member
Please note if the tick box (Send Email to Member) is deselected within the Document Check & Notification Screen the email will not be sent.
2. Employment Status change
If a flagged document is not updated and the expiry date is less than the current date the system will change the member's Employment Status.
The Employment Status and reason will be updated to what is set within the program's settings. (Masters > Member Master > Document Check & Notification)
If the Employment status is set to Inactive/Suspended/Terminated this will Restrict the Members access within the App and Portal ensuring they are not able to view/accept shifts. We recommend using the status of "SUSPENDED" with the reason as "PENDING DOCUMENTATION"
3. Email to Manager
If a Members employment status is changed due to the expiry program an email is sent to the Manager set at the office the member is linked to.
The fields to adjust the subject line and body of the email that is sent to the manager are also found within the program's settings (Masters > Member Master > Document Check & Notification)
Please note if the tick box (Send Email to Manager) is deselected within the Document Check & Notification Screen the email will not be sent.
FAQ
Does the system allow you to place a member if the Shift date is greater than the Expiry Date?
Yes, however the program will have sent email notifications to the Member prior to the document lapsing. Once the document lapses the Member will have restricted access within the App and portal and an email will be sent to the Manager to inform them.
The Document Check and Notification screen is the master settings for the Document Expiry Program
Check days in advance
This field sets the number of days in advance that the system will search expiry dates for documents that are flagged to be included in the program*.
Member email subject line
This field allows you to customize the subject line in the email notification Members will receive if their documents are due for renewal.
Manager email subject line
This field allows you to customize the subject line in the email notification Managers received when a member's document has lapsed and their employment status has been adjusted.
Member status after the expiry
This field allows you to select what employment status you wish to adjust a member's profile to when their flagged documents have lapsed. It is best practice to have this set as Suspended.
Reason for member status
This field should be set to show why the Member's employment status was adjusted. For this reason, it is recommended to use "Pending Documentation" to assist internal users to identify what needs to be updated.
Database profile name
This field is managed by Entire OnHire and should not be adjusted. If this field is accidentally adjusted, please inform Entire OnHire straight away.
*For Documents to be included in the Document Expiry Program they must have Expiry Date and Verification Required per the Document Check and Notification Settings