For HR & compliance

Every employee document, always valid

Passports, visas, work permits, medical insurance, driving licences and training certificates for your whole workforce — with reminders to HR and the employee long before anything lapses.

Start tracking — free See all features

Built for HR teams

One register instead of scattered spreadsheets

An expired work permit or medical insurance can mean fines, a blocked payroll or an employee who cannot travel. The dates usually live in a spreadsheet only one person updates.

Trackords keeps each document on its own record, with the employee as owner, the document number, the country and the scan attached, sorted by what expires first.

Inbox Tiles Kanban Calendar Table

Expired

Iqama · A. KarimExp.

Iqama

Within 10 days

Office insurance8d

Insurance

11–30 days

Adobe Creative Cloud18d

License

MSA · Acme Corp27d

Contract

Later

trackords.com107d

Domain

Office insurance

8 days left

RenewEdit Record

Expiry date24 Oct 2026

Send reminders toSara, Omar

Employee documents — sorted by urgency

Who it’s for

For everyone who keeps staff compliant

HR & people teams

Right-to-work documents, visas and permits for every employee.

Office & PRO managers

Government documents, renewals and fee deadlines in one list.

Safety & operations

Driving licences, safety cards and mandatory training by person.

Small business owners

Your team’s documents without an HR system.

Reminders

Up to 3 per record · days before expiry or a fixed date

Today 35 10 5

Reminder 1

35 Days before expiry

Reminder 2

10 Days before expiry

Reminder 3

5 Days before expiry

Email on Expiry Day

Send reminders to

To: Sara (owner) Omar broker@insure.com + Add person

Reminders — to HR and the employee

Remind HR and the employee, in one email

Each record can have up to three reminders — for example 90, 30 and 10 days before expiry — plus an email on the expiry day itself.

Choose who is reminded per document: HR, the line manager and the employee as the extra address, all in one email, so everyone knows what to bring and by when.

Proof for audits

Every record keeps a log of the reminder emails that went out and to whom, which answers “were we told?” during an audit.

Create your own record types such as Work permit or Medical insurance, with the fields you need: employee ID, department, document number, issuing country.

Insurance policy12

Contract8

Passport23

License5

+ New type

Fields for Insurance policy

⋮⋮No.POL-55120

⋮⋮CountryUK

⋮⋮OwnerJohn Smith

⋮⋮StatusActive

+ Add field

Your own document types — with custom fields

FAQ

Questions, answered

Which employee documents can I track?

Passports, visas, work and residence permits (such as the Saudi Iqama or a UAE residence visa), medical insurance, driving licences, professional licences, safety cards and training certificates: anything with an expiry date. Each record can hold a scan of the document.

Can the employee get the reminder too?

Yes. Each record has its own list of people to remind: HR colleagues from the workspace plus one extra email address, for example the employee. Every reminder is one email with all of them in To.

Can I import our existing staff spreadsheet?

Yes. Export it as CSV and the import wizard matches your columns to the record fields, shows a preview with any problems per row, and lets you undo the whole import in one click.

Is employee data safe?

Data is hosted in the EU, attachments are stored outside the public website and only open for your workspace, every query is scoped to your workspace, and access is limited by role (admin, editor, viewer).

More ways to use Trackords

Keep your whole team compliant

Create a free workspace, import your staff documents, and let Trackords remind the right people in time.

Start tracking — free Try the live demo

Last reviewed 16 October 2026 · Published by Trackords

Questions? info@trackords.com