Expiring documents

Each document belongs to one of five holders:

• Person — an employee's certifications and licenses, such as OSHA 10, first aid, a competent person card, a CDL or a DOT medical card.
• Supplier or sub — a subcontractor's or supplier's insurance certificates, such as general liability, workers' compensation, auto liability and umbrella.
• Machine — registrations, annual inspections and insurance.
• The company — your own licenses and policies.
• Job — the permits a job runs under, such as a grading or land disturbance permit, NPDES stormwater coverage, an encroachment agreement or a utility tap permit.

A document's kind is Certification, Permit, License, Insurance, Registration, Inspection or Other. A person's documents are also shown on their employee record in the Directory, a machine's on its page under Equipment › Machines, and a supplier's or subcontractor's on its entry in the Directory. A job's permits are also on the job, under Documents › Permits.

1. Start it.

   Select Add a document.

2. Say whose it is.

   Under Belongs to, choose the holder, then the person, the machine, or the supplier or subcontractor from the company Directory.

3. Describe it.

   Enter What it is (suggestions are offered), the Kind, the certificate, policy or license Number, Issued by and Issued on.

4. Enter the expiry date.

   Enter Expires on. Leave it blank if it never expires.

5. Attach a copy.

   Under A copy, add a PDF or a photo of it. This is optional and can be added later. Select Add document.

To add a copy later, open the document and select Upload a file under Files. Select a file to open it.

Open the job and choose Documents › Permits, then select Add a permit. Enter the Permit (suggestions are offered), the Permit number as the agency writes it, the Agency that issued it, Issued on and Expires on. Under Conditions, note what the permit asks of the job: working hours, limits, the bond, who to call before work starts. Under The permit, add the permit as issued, a PDF or a photo. Select Add permit.

The inspections a permit calls for are kept where the job's other inspections are: a job form the foreman fills in on the phone (a pre-construction meeting, an erosion control inspection, a final), or an RFI to the inspector when there is a question. The Permits view links to both.

A foreman sees the job's permits on the phone, on the job's screen under Permits: the number, the agency and when each runs out, and Open the permit when the inspector asks for it. The phone keeps the list it last saw, so on a site with no signal it still shows the numbers and dates; opening the permit itself needs signal. Foremen read permits; they don't change them. The customer's page (Customer access) does not show permits.

Documents are grouped as Expired, Expires within 30 days, Current and No expiry. The Status column says how long each has left, or how long ago it expired, and File shows whether a copy is on file.

Filter by Permits (With everything else, Job permits only or Leave permits out), Belongs to and Kind, or search with Find for a name, person, agency or policy number. The home page shows them on Certificates expiring.

Unless you change it, a reminder goes 30, 14 and 7 days before a document runs out and on the day, then again every 7 days while it stays run out. Each reminder is sent once. It arrives under the bell and by email; each person can change that under Account › Notifications.

Set it up with Expiry reminders, the link at the top of Expiring documents (an owner, admin or project manager):

• The company's schedule — the company's days before expiry (add 90 or 60, take away 7, keep or drop the day itself), and how often to remind again once it has run out, or not at all.
• Who is told — four switches: the employee whose certificate it is (when they have an Aggrado account); the compliance contacts; every owner, admin and project manager; and the project managers of the jobs the employee is dispatched or planned on in the next two weeks (for a permit, those who have been scheduling its job).
• Compliance contacts — the people who look after each kind: employees, vendors and subs, machines, the company, job permits. Where nobody is named for a kind, the owners and admins are told (and the equipment managers, for machines), so a reminder never goes to nobody. If every switch is off, the owners and admins are still told.
• Rules — different days for some certificates: a kind (all licenses) and/or words in the name ("medical card", "forklift"), with their own days and repeat. The first rule that fits is used.

One document can have its own days too, and people to Also tell: open it and set them under Reminders. Its own days win over a rule, and a rule over the company's days. The driver's license and DOT medical card dates on an employee's file (see the People and HR files guide) are reminded the same way.

A permit's warning names the job and opens the job's Permits view. No warnings are sent for archived documents, for people no longer active, for machines that have been sold or disposed of, or for the permits of a closed job. A document entered long after it ran out isn't announced on the day it's entered; its repeats carry on from the next one.

When a renewed certificate arrives, open the document, enter the new Expires on date, upload the new copy and select Save. The warnings start over for the new date.

A document no longer needed can be archived with Archive. Check Archived to see those, and select Restore to bring one back.