Identity Document

What is Identity Document?

Identity document is an officially issued document by the government which is used to confirm an employee's identity and work authorization. In Zoho People, we support My Number and Passport as identity documents, and the required documents must be submitted with clear, high-quality images that are not expired.

Adding an Identity Document

To add an identity document:

From your home page, navigate go to Operations > Files > Identity Document and click Add Identity Document.
Select the Identity document type from the dropdown.
Choose the Employee you want to add the document for.
Specify whether the document belongs to the employee (Self) or their Dependent. If you'd like to attach a file, enable the Upload File option. Then, choose your preferred upload format (Single File / Front and Back) and upload the document.
Enter the ID Number and Expiry Date in the respective fields.
Click Submit.

Similarly, you can follow the same steps above to add identity document details for a Passport as well.

Identity Document Administrator

Identity document administrators can be assigned individually for each document type. Both roles and users can be assigned as administrators. The level of access varies depending on the document type.

To access this, navigate to Settings > Files > Permissions > Identity Document Administrators > Add Identity Administrator.

My Number - These records are not accessible to administrator roles or super administrator by default. Only the user who created the record and the admin specifically assigned as the identity document administrator for my number will be able to view and manage these records.

Passport - These records are accessible to administrator roles or super administrator by default. In addition, specific roles or users can be assigned to manage passport data with defined permissions to view, add, and edit the records.

Document Submission Reminder

To ensure employees submit the required identity documents on time, you can configure automated reminders. Once a reminder is configured, it will automatically be sent to the employee based on the employee’s date of joining and can be repeated at defined intervals.

Reminders will continue for both employee and dependant documents until the necessary records are submitted.

To configure this, navigate to Settings > Files > Automation > Reminders > Add Reminder.

Identity document type - Select the document for which the reminder applies.
Send reminder - Enter the number of days after the employee's date of joining when the first reminder should be sent.
Send reminder at - Set the time at which the reminder email should be delivered.
Repeat reminder - You can even specify how frequently (in days) the reminder should repeat until the document is uploaded.
Customize email template for each reminder to send personalized messages to employees.
Click Save.

Document Submission Status Report

You can track the submission status of identity documents for employees and dependents.

Navigate to Reports > Organization Reports > Files > Identity Documents.