100% QuebecTeam & employees
The document centre
Every employee's file on one screen: what the checklist demands, who is not up to date, and how to chase them without writing an email.
An employee file is checked piece by piece: contract, ID, competency card, licence. Doing that one record at a time, across a few hundred employees, does not hold. This screen turns the problem around: it starts from the checklist and tells you who does not meet it.
It is also the inspection screen. What is sealed, what is signed, what expires in thirty days: it all reads at a glance.
- Scope
- The whole workforce, not one record
- What triggers the alert
- The checklist of required documents
- Chasing
- One message per employee, in their language
Landmark 01
The four counters
They read left to right, from the factual to the urgent. “Documents on file” counts what has been deposited. “Expiring within 30 days” counts what is about to lapse. “Signatures pending” counts what has been sent and not yet signed.
“Incomplete files” is the only one that judges: it counts the employees missing at least one document from the checklist. That counter commands the rest of the screen.
Landmark 02
Who is not up to date, by name
Under the counters, an amber banner lists the incomplete files employee by employee, with a red dot per missing document.
It is named and detailed on purpose: “490 incomplete files” does not tell you what to do, whereas “Jean-Guy Aquino, employment contract missing” can be settled.
Landmark 03
Chase without writing an email
The button sends a message to every employee missing a document THEY CAN DEPOSIT THEMSELVES: competency card, licence, ID. The message goes into their direct thread and in their correspondence language.
The restriction is deliberate: chasing someone for an employment contract only the employer can file would achieve nothing.
One click, hundreds of messages
There is no confirmation screen listing the recipients: the number on the button IS the list. In an organisation of a few hundred employees, check that number before clicking: and think about what the checklist really demands.
Landmark 04
Set the checklist
“Required documents” opens the list of what every file must hold: employment contract, ID, competency card, licence, RRSP enrolment form, training certificate, other.
Unticking a document removes it from the checklist, and therefore from the incomplete-file count. This is where you settle a counter screaming about a document your organisation does not ask for.
Landmark 05
The document table
Each line is a deposited file: who it belongs to, its name, its type, its expiry if it has one, and its signature state.
Two badges are worth telling apart. “Signed” says the person signed the document. “Sealed” says the signed file has been frozen: that is the version that governs, and it is no longer replaceable.
Landmark 06
Search and filter
Search covers a document's name as well as an employee's. “Filters” adds sorting by type, by expiry and by signature state.
That is the route to preparing an inspection: filter on one document type, check that everybody has it.
Landmark 07
Deposit several files at once
“Bulk deposit” accepts a batch of files, then has each one filed to a record and a type. It is the normal route after a collection campaign, or when taking over paper files.
The send button shows the number of documents to deposit: nothing goes out while it says zero.
What to remember
Documents also live on the employee record
This screen is an overview, not a separate store. The “Documents & compliance” tab of an employee record shows the same documents, from one person's point of view.
An expiry turns a document into a reminder
A dated competency card or licence feeds the “Expiring within 30 days” counter. A document with no date, like a contract, never appears there: normally so, since it does not lapse.
Some documents come from the decrees
The CPEEP pension plan enrolment form, for instance, is produced pre-filled by the app, then signed and sent to the committee. It appears in the checklist like any other document.
Go further
Adding an employee
Create a complete record in one pass: identity, attachment, decree class, and the invitation that lets the person punch their hours.
LireProducing the monthly CPEEP report
The .rma file the parity committee expects every month: what it holds column by column, what stops it being produced, and how to know what is left to file.
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