How to keep track of employees' documents with an expiry date

What is it for?

It keeps each employee's documents that expire, with the number, the dates and the scan. Before a document expires, fiscaldoo creates a task to warn you.

When to use it?

• When an employee hands in a document with an expiry date, for example a residence permit.
• When a document is renewed.
• Do not use this list for contracts or payslips: documents generated by fiscaldoo stay on each record.

Where to find it?

People › Workers › Documents of the workers.

Before you start

Your profile is Payroll Administrator, Payroll Processor or HR. You have the document and its expiry date to hand.

How to use it

1. Open the list. It opens with the Expiring or expired filter: to see them all, remove it in the search bar.
2. Click New. Choose the Worker and the Type: Identity card (Cartão de Cidadão), Passport, Residence permit, Driving licence, Professional card or licence or Other document.
3. Fill in Number, Issued on and Valid until.
4. In Warn this many days before, leave 30 or increase it. For a residence permit, for example, you can enter 90.
5. In Scan, attach the file. Click Save. The Situation is filled in automatically.
6. When the document is renewed, open it and enter the new date in Valid until. The Situation changes, and the warning counts again towards the new date.

Example. On 04/11/2026, a residence permit valid until 20/11/2026, with 30 days' warning, is Expiring: 16 days are left. With the expiry date on 20/05/2027, it is Valid.

Expected result

• The list shows the Situation: Valid, Expiring or Expired.
• When the document enters the warning period, fiscaldoo creates, once, a task for the employee's manager, with the expiry date. With no manager, the task goes to whoever recorded the document.

Important notes

• The employee does not receive this notice. It goes to whoever manages them. See Which notices fiscaldoo sends to employees.
• It does not block anything. An expired document does not prevent payroll processing.
• The task says, for example, “Document expiring: Identity card (Cartão de Cidadão) of …” and, in the note, “How to fix it: renew it and register the new validity.”
• The list does not see documents you have not recorded: it does not read the card number from the Staff tab of the file.

Common problems

The expiry date is refused

• Message: “The document of … expires before it was issued. How to fix it: correct the dates.”
• Cause: Valid until is earlier than Issued on.
• What to do: correct the dates.

It does not save: fields in red

• Message: “Some required fields are empty. Fill in the fields marked in red to be able to save.”
• Cause: Worker, Type or Valid until is missing.
• What to do: fill them in.

I recorded a document and it does not appear in the list

• Symptom: the list is empty, or without the document just created.
• Cause: the Expiring or expired filter hides valid ones.
• What to do: remove the filter in the search bar.