Documents and expiry reminders

Each person has a documents vault: their contract and written particulars, letters, licences, permits, certificates and anything else your organisation keeps about their work. Each document has a type that decides who can see it and whether it expires, and Agoo reminds the person and HR before it runs out. Documents are on every plan, in Console → People → Documents, on each person's Documents tab, and for everyone in My record → Documents.

Document typesCopy Anchor Link

Agoo starts your organisation with a catalogue made for Ghana, which you can change and add to in Console → People → Documents → Types (Owners, Admins and HR):

Each type sets:

• Who can see it (below). It can't be changed once the type holds documents, so nobody's file is opened to more people by an edit.
• Whether it expires, and if so when to remind (by default 90, 60, 30 and 7 days before and on the day; work and residence permits from 120 days, since renewal should start at least two months ahead) and who is reminded: the person, their line manager, HR.
• Whether line managers see it (standard types only), and whether people can add their own.
• How long it's kept after it stops mattering (see Retention).

Add your own types, such as a vaccination record or a client's site induction, and archive any you don't use.

Who sees whatCopy Anchor Link

HR see documents for people at their sites. Every time anyone opens a restricted or health document, it goes into the audit trail as Opened someone's restricted or health document. Agoo's support team never sees a document, even with access to your organisation.

Adding a documentCopy Anchor Link

In the Console, open a person's Documents tab and choose Add a document: choose its type, the file, a title if the type's name isn't enough, and the dates it was issued and runs out. To replace one that's been renewed, choose Add a new version on it: the new one becomes current, and the earlier versions stay in its history.

• Files: PDF, or a photo as JPEG, PNG or WebP, up to 20 MB. Save a Word document as a PDF first. Photos taken on an iPhone are converted for you in Agoo Workspace.
• Photos lose their location and other hidden details before they're stored.
• Every file is checked for viruses before anyone can open it. It shows Being checked for a minute or two; a file that fails is deleted and shows Refused with the reason.
• Every file is encrypted, each with a key of its own, and opened only through Agoo by someone allowed to see it.

People add their own documents, of the types that allow it, in My record → Documents, and can withdraw one they added by mistake. They can also attach a document when they ask HR to correct something, such as a new passport with a changed name.

Expiry remindersCopy Anchor Link

When a document reaches one of its type's reminder days, Agoo tells the people the type names, at 8 in the morning in your organisation's time zone:

• The person: a notification in Agoo Workspace (or an email if they don't use the app) saying when it expires, with Add the new one in My record.
• Their line manager, when the type says so: never for a health document.
• HR at the person's sites, or the Owner if you have no one in the HR role.

Each reminder goes once. A health document's notification never names the document on a lock screen. When a work permit, residence permit or professional licence has expired, the reminder says that working without it is a legal restriction on the work (Labour Act s.62(d)), so you can plan before then.

Console → People → Documents lists everything that needs someone: expired, expiring within 30 days, being checked and refused. Console → Settings → People and HR → Documents shows the storage used and who is reminded.

Setting upCopy Anchor Link

Home's Set up People card walks Owners and HR through it: check your departments and your document types, and confirm each. The card goes once both are done.

StorageCopy Anchor Link

Documents count against your plan's HR document storage: 1 GB on Free, 5 GB on Starter, 25 GB on Growth, 100 GB on Pro and 500 GB on Enterprise. An HR storage pack adds 50 GB on any plan. When storage is full, adding a document says so; remove documents nobody needs or add a pack in Billing.

How long documents are keptCopy Anchor Link

Documents follow their type's retention class in Console → Settings → Privacy:

A document under a legal hold is never deleted. Documents and their details are in your organisation's full export; deleting a person deletes their documents.

For developersCopy Anchor Link

With an API key on Pro and above, documents:read lists a person's standard documents and downloads them, and documents:write adds them; restricted and health documents never leave Agoo through the API. The webhook hr_document.expiring (Growth and above) tells your systems when a standard document reaches a reminder day. See the API reference and webhook events.