Employee documents, letters and ID cards
Keep each employee's documents with scans and a reminder 30 days before one expires, and track the original certificates you hold and lend back. Issue letters from templates with a QR code anyone can check, and print ID cards with a re-issue charge taken through payroll.
PLANSFrom Growth
Why it matters
Banks, embassies and new employers often call HR to check a salary certificate or an experience letter, and a forged letter is hard to spot. In SmartMy HRMS every issued letter carries a QR code. Scanning it opens a page saying your Entity issued the letter and it is still valid, without the text or any salary. Cancel a letter and the same code says it is no longer valid. Many employers also keep original certificates during service. The system records where each one is stored, who it was lent to and when it must come back.
The problem it solves
- Passport, licence and medical certificate copies sit in a shared folder, and nobody notices one has expired until an audit or a client visit.
- You keep an employee's original degree certificate and lend it back for a visa interview. Six months later nobody knows whether it came back.
- Salary certificates and experience letters are typed in Word each time. A bank or new employer calls HR to ask whether a letter is real.
- A lost ID card is reprinted for free because the charge never reaches payroll.
How it works
- For a type such as a degree certificate, Original With Us is ticked by itself. HR notes who received it, when, and where it is stored. Lending it back is a line with the purpose and a Promised Return date; Returned closes it.
- A daily job tells the employee and HR 30 days before a document expires. It also tells them when a lent original is past its promised date.
- Letters come from templates. HR picks the employee and the template, checks the text and clicks Issue. Employees ask for a salary certificate, NOC, address proof or service certificate themselves, with the purpose, and HR prepares it.
- On Issue the letter takes the authorised signatory's signature, becomes a PDF, stays on the employee and is emailed to them. Its QR code opens a page confirming that your Entity issued it and that it is still valid.
- For an ID card HR clicks New ID Card on the employee, then Issue and Print > ID Card. The employee clicks Acknowledge Handover. A card replacing a lost or damaged one carries the re-issue charge into the next payroll.
Everything it does
Documents
- Nine document types to start with: PAN card, Aadhaar, passport, driving licence, degree certificate, mark sheets, relieving or experience letter, medical fitness certificate, police verification. Add your own under Configuration > Document Types
- Each type says whether it has a number, whether it expires, and whether the company keeps the original
- Each document: number, Issued On, Valid Until, scans (several files), notes, and a history of every change
- Filters: Expiring in 30 Days, Originals With Us, Lent to the Employee, Not Returned in Time; group by document type
- Shown on the employee's Documents tab and in Employee 360
Originals in custody
- Original With Us, Received By (the user filing it, to start with), the date received, and Stored At (location, cabinet or file)
- Degree certificates and mark sheets are marked as originals kept by the company to start with
- Custody status: Copy only, With us, Lent to the employee, Returned to the employee for good
- Each movement: lent (to be returned) or released for good (on exit, for example), the date, who handed it over and the purpose. Also Promised Return, the return date and who received it back
- A line past its promised date shows in red and under Not Returned in Time
Letters
- Templates to start with: Appointment, Transfer, Service Certificate, No Objection Certificate, Address Proof, Experience Certificate, Relieving Letter and Memo. With payroll: Salary Certificate. With probation: Confirmation and Probation Extension. With increments: Increment Letter
- Each template: category, Entity (or every Entity), heading, addressee (such as To whom it may concern) and body with placeholders. Also signatory, Employees Can Request and Ask for the Purpose
- Placeholders fill in the employee's name, code, designation, department, joining and other dates and address. With payroll they also fill in the salary lines, gross, CTC and amounts in words
- States: Requested, Draft, Issued, Cancelled; references run as LTR/year/number
- An issued letter cannot be changed or deleted, only cancelled; the PDF stays on the employee's Letters tab
- Generate Letters in Bulk: one template, date, effective date, purpose and details for many employees at once, from the menu or the employee list. Tick Issue Now, or leave them as drafts to review
- The relieving letter and experience certificate are made from the templates when HR releases an exit's letters. Confirmation, probation extension and increment letters are made when those steps are applied
- A letter showing the salary of an employee with a confidential salary is prepared, read and issued only by users with confidential payroll access. The employee still reads their own
QR check of a letter
- Verification Code on Letters: on for every Entity to start with; each issued letter prints a QR code with Scan to verify
- The code opens a public page, without signing in. It says your Entity issued the letter and that it is valid, with the reference, letter, employee, date and signatory
- A cancelled letter shows as no longer valid; a code that matches no letter says it was not issued by you
- The page never shows the text of the letter or any salary figure
- Authorised signatories: name, designation, Entity, and a scanned signature printed on issued letters; one default signatory per Entity
ID cards
- Card number (ID and the year), issue date and Valid Until (2 years from issue to start with). The reason: new joiner, lost, damaged, details changed, expired
- States: To Print, Issued, Cancelled / Replaced; issuing a new card replaces the one the employee holds
- The card shows the logo, photo, name, employee code, designation, department, date of birth and blood group. It also shows the emergency contact, validity and a QR code of the employee code
- Eight ready-made designs, portrait or landscape, on a standard 85.6 x 54 mm card; one design per Entity; without one, the classic design prints
- Print one card per page for a card printer, or an A4 sheet of 10 cards with cut marks
- Acknowledge Handover by the employee, on the web or in the app, with the time recorded
- A card for a lost or damaged one takes the Entity's re-issue charge. On Issue it goes to payroll as an Other deduction for that month
Access
- Employees see their own documents, letters and ID card under My Documents, My Letters and My ID Card
- HR officers see the documents of the Entities they hold an HR role for
- A role marked Hide Documents sees only the user's own documents
Who uses it
EmployeeSees their documents, originals held and lent, letters and ID card; asks for a letter with the purpose; acknowledges the card.
HR officerFiles documents and scans, holds and lends originals, prepares and issues letters, issues and prints ID cards.
HR managerSets the card design, validity and re-issue charge, the default signatory and the QR check for the Entity.
Bank, embassy or new employerScans the QR code on a letter to see that it is genuine, without an account.
Where you use it
- Web: Employees > Documents and Assets. It has My Documents, My ID Card, My Letters and Employee Documents. It also has ID Cards, ID Card Designs, All Letters and Generate Letters in Bulk. Also the Documents, ID Card and Letters tabs of the employee
- Web: Configuration > Document Types, Letter Templates and Authorised Signatories
- The SmartMy HRMS app: an employee's documents, letters (ask for one, download it) and ID card (acknowledge it). HR files documents, prepares and issues letters and issues cards (built and in testing, not in the app stores yet)
- Public page: the letter check opened by the QR code
- Not on a separate employee portal: employees use their own menus in the web back office and the app
- Not built: employees uploading their own documents; HR files them
What you control
Settings
- Document types: has a number, expires, original kept by the company
- Reminder before expiry: 30 days, once per document
- Verification Code on Letters: on
- Default letter signatory per Entity, and a signatory per template if you want one
- Employees Can Request and Ask for the Purpose, per template: on for the salary certificate, service certificate, NOC and address proof
- ID card valid for: 2 years; re-issue charge: 200 in the Entity's currency (0 for free); card colour
- ID card design: template, orientation, colours, photo shape, details shown, back side, signature label, card printer or A4 sheet
Approvals
- None. HR prepares and issues each letter and card; an employee's letter request waits as Requested until HR acts
Notifications
- Document Expiring: to the employee and the Entity's HR officers and HR admins, 30 days before Valid Until. In the app, by email and as a phone notification
- Original to Return: to the employee and HR, once the promised return date has passed, in the app, by email and as a phone notification
- Letter Requested: to the Entity's HR admins and HR officers, in the app, by email and as a phone notification
- Letter Issued: to the employee, with the PDF attached to the email, in the app and as a phone notification
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
What does the person who scans a letter see?
A page from your organisation saying the letter was issued by your Entity and is valid, with the reference, letter name, employee, date and signatory. It does not show the letter's text or any salary figure. A cancelled letter shows as no longer valid.Can employees ask for a salary certificate themselves?
Yes, for templates marked Employees Can Request: to start with, the salary certificate, service certificate, NOC and address proof. They write the purpose, HR is told, and HR prepares and issues it. The PDF reaches the employee by email and stays under My Letters.Can employees upload their own documents?
Not yet. HR files documents and scans on the web or in the app. Employees see what is on file and whether the original is with the company.Who is reminded when a passport is about to expire?
The employee and the Entity's HR officers and HR admins, 30 days before the Valid Until date, once for that document.How is the charge for a lost ID card recovered?
A card issued for a lost or damaged one takes the Entity's re-issue charge, 200 to start with. When HR clicks Issue, the charge goes to that month's payroll as a deduction. Set the charge to 0 to give cards free.Related features
EMPLOYEES AND ORGANISATIONEmployee records with statutory detailsOne record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.LETTERS, CARDS, DOCUMENTS, ASSETSAssets issued to employeesLaptops, phones, SIM cards, keys and uniforms go out on a request that is approved, handed over and acknowledged by the employee. When they come back damaged or not at all, the charge is recovered from salary, at once or in monthly instalments.EXITResignation, exit interviews and clearanceAn employee resigns, or HR records a termination, retirement or other separation. The notice comes from your policy, the manager and HR approve, every department clears the leaver, and the exit interview is on record.JOINING AND PROBATIONProbation, confirmation and new joiner check-insA probation review opens for the manager 30 days before probation ends, with attendance during probation already filled in. HR approves confirmation, an extension up to your policy limit or no confirmation, and the letter goes out. Short check-ins at 30, 60 and 90 days show who is unhappy before they leave.LOANS, INCREMENTS, BONUSIncrements, revision planner and bonusTry salary revision scenarios against your budget. Run the yearly increment cycle with proposals, approval by HR then top management, letters and arrears. Pay the statutory bonus and your own bonuses through payroll.SELF-SERVICE AND APPPhone app for employees, managers and HROne SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.