Run Compliance, Document Vault And Memberships

Compliance is more than a list of licences. It is the encrypted vault that holds the actual scanned certificate, the professional bodies your clinicians belong to, the committees that govern the place, and the unions your staff are members of — all of it watched so nothing lapses unnoticed. This page covers the org-wide Expiring-Soon dashboard, the document vault, professional memberships, and the committee and union registries.

A few terms first. The document vault stores files — a scan of an ID card, a practising-licence certificate — encrypted at rest, so a sensitive scan is never sitting in the clear. A professional membership is a clinician’s standing with a professional body (for example a college of surgeons). A committee is an internal governance group (Infection Control, say) with seats held by named staff; a union is a staff association with a member registry. Verifying a document records that you eyeballed the original against what was uploaded.

Who / when: the HR Manager or HR Officer runs all of this; an Administrator can do everything. We’ll follow Ifeoma in the HR office.

View the Expiring-Soon compliance dashboard (the main path)

1. HR Manager — open Human Resources → Credentialing → Compliance. This is the organisation-wide view of everything that is lapsing — credentials, vault documents and memberships — across all staff, not one person.
2. HR Manager — read the headline counters: Expired, Expiring Soon, and the Window (how many days ahead the dashboard looks). The Expired counter is highlighted when anything has actually lapsed.
3. HR Manager — work the two tables. “Expired” lists what is already overdue (each row shows the employee, the item, its kind, the date and an “Overdue” day count); “Expiring Soon” lists what is due within the window with a “Left” day count. Use “Refresh” to pull the latest.
4. HR Manager — act on each row at its source: chase the renewal, then update the credential, document or membership so it drops off the board. The dashboard is your single, honest answer to “is anyone out of compliance right now?”

Note

The labels on this dashboard are deliberately privacy-safe — you see the regulator, the document title or the membership body, but never the licence or document number itself. The board tells you what is lapsing and for whom, without exposing the sensitive identifiers.

Other ways this goes

Upload an encrypted vault document (an ID or licence scan)

1. HR Officer — open Human Resources → Credentialing → Credentials, search and select the “Employee”, then choose the “Documents” tab.
2. HR Officer — select “Upload Document”, pick the “Type” (for example “Licence Certificate” or “ID Card”), give it a “Title”, optionally a “Document Number” and an “Expiry” date, then choose the “File”.
3. HR Officer — select “Upload”. The file is stored encrypted at rest and the document number, if you entered one, is encrypted too. The confirmation reads “Document uploaded.” and it joins the vault list showing its type, expiry and an Unverified badge.

Verify or delete a vault document

1. HR Officer — on the “Documents” tab, find the document. Select “Verify” once you have checked the upload against the original — the badge flips to Verified (“Document verified.”). Select “Unverify” to clear that again if something looks wrong.
2. HR Officer — to open the file itself, select “Open”. To remove an erroneous upload, select “Delete” and confirm “Delete this document?”. Deletions are audited.

Add or edit a professional membership

1. HR Officer — on the same Credentials screen for the employee, choose the “Memberships” tab, then “Add Membership”.
2. HR Officer — enter the “Professional Body” (for example “West African College of Surgeons”), optionally a “Member Number” (stored encrypted) and a “Renewal Date”, then “Save” (“Membership added.”).
3. The membership appears with its body, an Active status and its renewal date — and, like everything else, it is watched on the Compliance board as its renewal approaches. Use “Remove” on a row to retire a membership that no longer applies.

Create a committee and add seats

1. HR Manager — open Human Resources → Credentialing → Committees, then “New Committee”. Name it (for example “Infection Control Committee”), add an optional description, and “Create”.
2. HR Manager — on the committee’s row, select “Manage Members”. In the panel, search and pick an “Employee”, give them a seat “Role” (for example “Chair”), and select “Add Member” (“Member added.”).
3. The committee’s member count updates and the seat shows as Active. Repeat to seat the whole committee. Employees are always picked from the searchable staff list, never typed by hand.

Create a union and add memberships

1. HR Officer — open Human Resources → Credentialing → Unions, then “New Union”. Name it (for example “JOHESU”), add an optional description, and “Create”.
2. HR Officer — on the union’s row, select “Manage Members”, pick the “Employee”, optionally enter their “Member Number” (stored encrypted), and “Add Member”. The member registry and the count update.

Remove a committee or union member

1. HR Manager — open “Manage Members” on the committee or union, find the person, and select “Remove” on their row.
2. The seat or membership is removed (“Member removed.”) and the count drops. The catalogue entry itself stays — only that person’s membership ends.

Denied: reading another’s documents or memberships without manage rights

1. A staff member can read their own documents through self-service (see View My Credentials And Documents).
2. Reading or managing another person’s vault documents, memberships, committee seats or union records requires the matching manage permission HR holds. Each surface is its own least-privilege key — documents, memberships, committees and unions are granted separately — so an ordinary employee who reaches for a colleague’s records is denied outright, not merely hidden in the menu.

What happens next

Everything you maintain here feeds the one Compliance dashboard, which keeps watching dates so an HR manager never has to. The encrypted vault keeps the actual certificates safe and openable on demand; the committee and union registries give you a clean, current picture of who governs and who is organised. Together with the credentials page before it, this completes the Credentialing area — the compliance spine of the whole HR module.

Follow the trail

• Previous: Record Credentials And Track Expiry
• Related: Record Credentials And Track Expiry · View My Credentials And Documents · Maintain Employee Profiles And Contracts