Passport data and tracking expiry dates

Objective

Many employers need to store passport information of their employees. On this page, you will learn how to filter your standard "Employee" view to check the expiration date of the passports.

Process

HR Manager
Adds the passport data
HR Manager
Filter the "Employees" view to check the expiration dates

Prerequisites

Click Through

Part 1: Create passport data
  • Start in HR HUB
  • Click on Employees
  • Open the file of the employee whose passport data you want to add
  • Navigate to the Personal Data tab
  • Go to the table Passport & Nationality
  • Fill the necessary fields
  • Save & Close
  • Repeat this for all employees hose passport data you want to add to the solution

 

Part 2: Filter view for Employees whose passport will soon expire

  • Start in HR HUB
  • In the left side menu, click on Employees
  • Click on Edit columns above the list
  • Click on + Add columns
  • Search for Date of expiry and click on it
  • Click on Close and then on Apply
  • Click on the Heading of the newly added column and then on Filter by
  • Now choose the desired Operator (e.g. "On or before" or "This month")
  • Add a date if required
  • Click on Apply
  • A list with all records that fulfill the defined criteria is displayed

Hint

  • To make sure the filter shows all needed data, the field Date of expiry (Passport) must be populated in your employees' Digital Personnel Files. (Screenshot)
  • The results can be exported via Excel.
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