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GullySystem

Document and Licence Expiry Alerts for Staff

Appointment letters, ID proofs and certificates are held on each person’s record. Driving licences, medical fitness and police verification carry a date, and a reminder is raised before it falls.

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Papers collected once, checked late

Papers are taken when somebody joins, and afterwards nobody reviews what is missing. Some joiners never hand over an identity copy. When an accountant or a client asks for the numbers, the chasing begins person by person, and expiry dates on licences pass unnoticed inside a file.

What sits on the record

Joining papers

Appointment letter, identity and address proof, photographs and certificates are held on the person and not in a cupboard, so any of them can be found by name.

The ones that expire

Driving licence, medical fitness, police verification and professional registration each carry their own date. Nothing is remembered.

A reminder before, not after

Documents falling due in the next sixty days appear on one screen. The HR executive reads it weekly.

Missing, visibly

The joining checklist shows what has not been handed over yet. The gap is visible in the first week.

Who asks for these

  • A client wanting the papers of the people on their premises
  • An inspector, on a day you did not plan for
  • Your accountant, wanting PAN numbers
  • A manager checking whether a driver may still drive
  • Documents and licences expiring in the next sixty days, as one list
FAQ

Frequently asked questions

Will it make us PF and ESI compliant?

No. It holds the UAN and ESIC numbers and the attendance that returns are built from. What is filed, and what follows a notice, is a matter between you and your consultant.

Can we upload a photo of a document instead of a scan?

Yes. A phone photograph is enough to produce the document when somebody asks to see it. Most offices already have photographs, not scans.

Who gets the reminder?

Whoever you name, usually the HR executive and the reporting manager. It can go by email or WhatsApp. The same list sits on screen for anybody who prefers to look.

Can staff upload their own documents?

Only some. Staff update address, phone, emergency contact and bank account from the portal, and those changes wait for HR approval. Identity documents are handled by HR, so that someone reviews what arrives.

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