Compliance
Know who is valid on site, today
Employee and contractor compliance tracking that follows the person. Define what each role and each site needs once, and HR Manage attaches it to the right people and contractors automatically. Documents are uploaded in bulk, read by AI and confirmed by a person, and what is about to expire reaches the manager before it does.
Why it matters
Less chasing, fewer gaps, an audit you can pass
Requirements follow the person
A requirement group is linked to a job title, a location or a contracting company. Appoint or move someone and the right requirements apply, without anyone remembering to add them.
Groups attach by job title, location or company
AI does the first read
Upload a batch of documents and the AI says which requirement each one is, reads the issue and expiry dates and the reference number, and flags duplicates and expired items. A person confirms before anything is saved.
Identified, dated and staged for review
Expiry reaches the manager first
Managers see their team’s expired and expiring items on their home page and on the team compliance page, documents and training on one scale.
Expiring Compliance on the manager’s home page
What it does
What the compliance tracking module does
Requirement types and groups
A requirement type describes one document or certificate: whether an attachment is required, how many months it stays valid, whether it applies to people or to companies, and any custom fields. Groups bundle types with the training a role must hold.
- Validity in months, attachment optional or required
- Types for people and types for companies
- Custom fields per type, security groups per type
- Training requirements in the same group, on the same status scale
Attached by role, site and company
Groups link to people through job title or location, and to contractors through their external company. Practitioners also link a group by hand, to one person or to a filtered batch, and each person’s view shows which groups apply and why.
- Automatic linking by job title and location
- Contractors inherit the groups for where they work
- Manual and batch linking by practitioners
- A person’s view shows every group and its origin
AI-assisted bulk upload
Upload a batch of files to a Load Requirements step and the AI identifies each one against the requirement types in the group with a confidence score, extracts the dates and reference number, and splits a combined scan into one document per requirement. Nothing is saved until the staged rows are reviewed and confirmed.
- Identification with a confidence score per file
- Issue date, expiry date, reference number and custom fields extracted
- Combined scans split page by page
- Expired and duplicate uploads flagged, never silently imported
Requirement types that learn from samples
Each type has an AI mode: off, identify only, or identify and extract. For extraction, an administrator uploads a few sample documents and the model writes the description, the identification instructions and the per-field extraction instructions the uploads are read against.
- AI off, identify, or identify and extract, per type
- Instructions generated from sample documents
- Lookup fields mapped to the closest value
- AI limited to an AI role and a cost ceiling per activity
Compliance inside workflows
Two workflow activities carry compliance. Load Requirements presents the checklist for a group, accepts uploads and AI batches, and will not sign off until the required items are loaded. Save Requirements writes the loaded documents onto the person’s record as new versions, with the previous version kept.
- Onboarding, induction and renewal workflows
- Required items enforced before sign-off
- Versioned documents, history kept
- Escalation e-mails when a step stalls
Contractors and companies
An external company is a record with its own requirement group, so the company’s documents are checked, not only its people’s. A contractor’s compliance view includes the contracting company’s status, and AI uploads route files to the right person or company.
- Company requirements alongside people requirements
- Main contractor and sub-contractor links
- Compliance pack: every attachment in a group as one zip
- Compliance summary PDF for the auditor
Spotlight
What the manager sees
Managers get an Expiring Compliance widget on their home page listing the team’s expired and expiring-soon items, documents and training together, ordered by expiry date. The team compliance page lists every subordinate with status counts and filters, and a person’s file shows valid, expiring, expired and never-loaded items with an Immediate Attention list on top.
Renewal training is requested from the same view before the certificate lapses.
On the compliance view
- Valid, expiring soon, expired and never loaded
- Documents and training on one status scale
- Immediate Attention list above the documents
- Team compliance with status counts and filters
- Renewal training requests before expiry
- Compliance pack and summary PDF on demand
Works with
Part of one HR system
People management
Requirements attach to the same person and external company records; there is no second register.
Workflows & forms
Load Requirements and Save Requirements put compliance inside onboarding and renewal processes.
Training & learners
Training requirements sit in the same groups and share the status scale.
Document signing
Signed contracts and policies are filed as compliance documents.
HR Manage is a great system that has brought a simple and convenient way of managing our people within the various HR disciplines and legislative requirements and has a variety of reports that can be pulled at a click of a button.
What does the AI actually do with an uploaded document?
It reads the pages and says which requirement type the document is, with a confidence score. For types set to extract, it reads the issue date, expiry date, reference number and any custom fields configured for the type, and it can split one combined scan into separate documents. Everything is staged; a person reviews each row and confirms before anything is saved.
Can we switch AI off, or limit who uses it?
Yes. AI is off unless a requirement type enables it, the upload panel only appears for users in the AI role, and each activity sets a cost ceiling that limits which models may run. AI usage is metered separately from the licence.
How do requirements reach the right people?
Through requirement groups linked to job titles, locations and external companies. When a person is appointed or moves, the groups for the new role and site apply; practitioners can also link a group by hand or to a filtered batch.
Does it cover contractors and their companies?
Yes. Requirement types apply to people or to companies, an external company has its own requirement group, and the people it supplies inherit the groups for where they work. A person’s view includes the contracting company’s status.
Book a demonstration
Every document checked, every expiry seen in time
Bring one site’s requirement list and we will show you who is valid on it, with the people who build the product.
- A demonstration takes about 45 minutes, online or on site
- We answer the pricing and implementation questions on the call
- Prefer e-mail or phone? All contact details →
Book a demo or ask a question
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