Required records per person

If a required record is missing, you see it on the person, not only at the inspection.

What has to be on file

Set up by default, among others:

• per employee: employment contract, personnel questionnaire, confidentiality and data protection commitment, health certificate or first instruction by the health authority (§ 43 (1) IfSG), the instruction under § 43 IfSG every two years, the annual training; for working students the enrolment certificate each semester, for drivers the licence check
• per location: lease, business liability insurance, restaurant licence, fire extinguisher and fire safety inspection report
• for the business: staff handbook or house rules

Under Rules you change or switch off any of them and create your own with Add rule: For (per employee, per location, once for the business), document type, Label, Valid (months) and Only for positions.

Read the status

Each field shows present, expiring, expired, missing, in progress or requested. “Present” means a matching document that has not expired is on file. Whether its content is right, the overview does not check. Clicking a field opens the document, creates it or uploads it.

Request what is missing

1. 011. Choose Request (or use the person's field).
2. 022. Under What, say what you need, for example “Please upload your driving licence”. Under From, choose the person or Someone outside the team.
3. 033. Set Due (days) and, if you like, a Message (optional).

The person gets a link and uploads without an account; reminders are automatic. With Personal link in the file they get one page that shows everything still open.

Together with the rota

With both modules there is one file instead of two: a request also shows in Veydex Shift, the person uploads and signs there, and your approval fulfils it. What is valid in the personnel file counts here as a required record. See Personnel file: review requests.