Keep IDs, certifications, signed forms and contracts in each employee’s profile. Set which documents are required, let employees upload them from their phones, and get reminders before anything expires.
| Document name | Category | Expiration | Status | Uploaded by |
|---|---|---|---|---|
JPGDirect deposit form | Personal documents | — | Active | Daniel Reyes |
JPGPhoto ID | Personal documents | — | Active | Daniel Reyes |
TXT Driver's licenseRequired document | Licenses & certs | — | Missing | — |
TXT Food handler cardRequired document | Licenses & certs | — | Missing | — |
TXT Forklift certificationRequired document | Licenses & certs | — | Missing | — |
The short answer: paper folders and scattered email attachments make it hard to know which documents are missing, which are about to expire, and who is allowed to see them. EZTime keeps every document in the employee’s digital file, tracks what is still required, and controls who can view it.
1
Choose the documents each role needs, such as an ID, a license or a certification, and set expiry dates where relevant.
2
Employees add documents from the mobile app by taking a photo or uploading a file.
3
Managers or HR approve each document and see at a glance what is still missing.
4
EZTime sends reminders before a document expires, so renewals happen on time.
What managers and employees actually work with, step by step.
The "My Documents" screen shows each employee what the company keeps on file for them and what still needs their attention.
Send a secure upload link by text, email or both. The employee opens it, snaps a photo and is done, no login needed.
Drag in several files and EZTime suggests the document type from each file name. Rename, date and set permissions in the same step.
drivers-license-front.jpgDriver's licensew4-2026-signed.pdfForm W-4forklift-cert.pdfForklift cert.Automations run every morning, so expired licenses and missing forms surface long before an audit or inspection does.
Every document has a status, an owner and a date, so the file always tells you what to do next.
Set the documents each role must provide and track completion per employee.
Get reminded before licenses, certifications or permits expire.
Decide which managers and admins can see each type of document.
Employees see their own documents and what is still needed in the app.
Forms and documents signed in EZTime are saved to the right employee automatically.
Documents are stored in the cloud, not in a filing cabinet or an inbox.
Start with the documents your business must keep for each role, then add the ones you keep by choice. Check your federal and state recordkeeping requirements for how long to retain each type of document, and limit access to sensitive files to the people who need them.
Here is how a typical business might use the digital employee file: A home care agency must keep caregiver certifications current. Each caregiver uploads certificates in the app, HR approves them, and EZTime reminds both the caregiver and HR a month before a certification expires, so no one is scheduled with a lapsed credential.
Yes. Employees upload documents from the mobile app, and a manager or admin reviews them.
Yes. You can set expiry dates and get reminders before a document expires.
You control viewing permissions, so only the right managers and admins see sensitive files.
Yes. Forms signed in EZTime are stored in the employee’s file.
Yes, with expiry dates and reminders.
Yes, in the My Documents area of the app.
W-4, I-9 and custom forms signed on any device.
Send documents for signature and get a signed PDF back.
Onboarding and offboarding tracks with tasks and reminders.