Employee document management, with each job role's qualification status in view

Employee document management tends to end up spread across spreadsheets, shared folders and emails: occupational health exams, licenses, safety courses and certifications that expire on different dates. When role qualification has to be determined, or when an audit or a regulatory inspection arrives, it is hard to say with certainty who complies and who is missing what.

Clikma is first and foremost a learning platform, where document compliance sits alongside training: you define the requirements for each job role, request the missing documents, review every upload and track the validity of each credential, by person and by group. It integrates with the company's HR system, and contractor staff share the same platform as your own.

Requirements and role qualification

• Document requirements matrix by job role Differentiator

  For each job profile and document type, you define whether it is mandatory, optional or not applicable, and which requirements block qualification.

• Regulatory document types Differentiator

  Occupational health, safety, driving, training and regulatory, each type with a default validity period, retention years and mandatory approval.

• Qualification record and gap analysis Differentiator

  Shows how many requirements each person meets, what they are missing for their job role and where each requirement comes from. Employees see their own qualification status.

• External certifications with issuer and validity Differentiator

  Third-party licenses, exams and certifications with issuer, identifier, issue and expiration dates, hours and certification type.

Documents, review and validity

• Digital employee file

  Each employee's documents organized by configurable types, with their files, attributes and validity, by person or by group.

• Document expiration tracking

  Each credential shows as valid, expiring soon or expired, by person and by group, so you know who is up to date on document compliance.

• Document collection campaigns Differentiator

  Campaigns that ask each employee for the documents they are missing. The supervisor can define beforehand what is required of their people, and each request can be waived.

• Review and versions of each document Differentiator

  Each upload stays under review until it is approved, rejected or returned with comments, and it keeps all its versions and its history.

• Bulk renewal and expiration alerts Differentiator

  Renewal requests in batches and alerts before a critical document expires.

Audit and read acknowledgment

• Exportable compliance audit trail Differentiator

  History of each requirement and document, exportable for audits and inspections, with the retention years for each type.

• Read acknowledgment for policies and internal regulations

  The employee signs the document when they pass a piece of content, with a photo of their ID card and a record of who signed. Communications come with a read report.