The new document management shows, for every person, what is missing, what has expired, what is about to expire and what is valid, and lets you decide whether the gate blocks entry or only shows a warning.
Safety training, fitness-for-work certificates, employment records, ID documents: for anyone working on a construction site, under a contract or in a hazardous area, these documents decide whether a person can enter. Keeping them in order takes time, especially when there are hundreds of people working for different companies.
With the new document management in GoPlanner, every document has a clear status: Missing, Expired, Expiring or Valid, with “expires in N days” or “expired N days ago”. For each person, documents are listed by urgency: missing required documents first, then expired ones, then those about to expire and finally the valid ones. Optional document types the person does not have are grouped at the bottom, in a collapsed section. When a document is renewed, the previous versions remain available.
Attachments open in a viewer with previews and next/previous buttons, without entering the edit form. You can download a single file or, with one click, a zip archive of all of a person’s documents, sorted by type: useful for an inspection, an audit or a request from the client. The page stays fast even for the largest customers.
At the gate, you set the rule. The setting is defined on the main company and also applies to its subcontractors: for their employees, the documents of their own company are checked as well. There are two modes:
- warning: the person passes, but the screen shows that a document has expired or is missing;
- block: if a required document has expired or is missing, the badge is refused at the turnstile or gate.
For expired documents, a grace period can be set on the company: a number of days after the expiry date during which the document is still accepted. On each person’s record, additional grace days can be added. The grace period applies only to expired documents, not to missing ones.
You can start in warning mode, see at once who is not compliant and have the documents uploaded; the switch to blocking is made whenever the company decides. Blocking for an expired contract always remains active.
Document management is also available to access management staff and department access managers.
Want to know who can enter with their documents in order, before they reach the turnstile? Request a demo of GoPlanner SAFETY or contact us.