Every HR team eventually gets burned by an expired document. A work visa that lapsed while the employee kept working, a first-aid certification that ran out the week before an audit, an ID or medical fitness card that expired unnoticed until a border or a compliance officer flagged it. Out of the box, Odoo's hr.employee model gives you a handful of identification fields and a place to attach files, but it has no concept of a document's validity window, no owner-facing dashboard of what is about to lapse, and no reminder engine. You end up tracking renewals in a spreadsheet that nobody updates, and the ERP that holds every other HR fact stays silent on the one thing that carries legal and financial risk.

We build a dedicated document-tracking layer on top of your existing HR app. A new hr.employee.document model (a proper models.Model, not a free-text note) links each record to its employee via Many2one, carries a document type, issue and expiry dates, issuing authority, document number, the attached scan through ir.attachment, and a state computed with @api.depends on the expiry date that resolves to Valid, Expiring Soon, or Expired against a per-type lead-time threshold. Document types are configurable records — passport, national ID, visa/work permit, labor contract, driving license, professional certification, medical/insurance card, or any custom type you define — each with its own reminder window so a visa can warn 60 days out while a fire-safety certificate warns at 30. A days_to_expiry computed field drives colour-coded kanban and list views, a pivot for reporting by department or document type, and search filters/group-bys for "expiring this month" so managers see exposure at a glance.

The reminder engine is the core of the build. A scheduled action (ir.cron) runs daily, evaluates each active document against its type's threshold, and dispatches notifications — an email built from a QWeb/mail.template to the employee, their manager, and the HR mailbox, plus an in-app Odoo activity (mail.activity) scheduled on the document so the renewal shows up in the responsible user's To-Do list rather than only an inbox. We wire the whole thing into the chatter so every reminder, state change, and re-upload is logged on the record for audit. Access is enforced properly: ir.model.access.csv grants plus record rules so an ordinary employee sees only their own documents while HR officers see the company-wide picture, with multi-company record rules when you run more than one company in the same database. Everything is exposed over the standard XML-RPC/JSON-RPC API so an onboarding portal or an external identity system can create and update documents programmatically. The build targets Odoo 17.0, 18.0 or 19.0 and runs on Community or Enterprise — we confirm your edition during scoping because the notification and activity surfaces differ slightly between them.

Because this is build-to-order, nothing ships until we agree on scope. After a short scoping call we send a fixed quotation and a written spec — document types, reminder windows, who gets notified, report layouts, and any API touchpoints. We then build on a branch, hand you a UAT build on a staging copy of your database, iterate on your feedback, and only deploy to production once you sign off, with a rollback plan in hand. Typical delivery is 2–4 weeks from confirmed scope depending on how many document types and integrations are in play. Pricing starts from $249 (indicative, single-company base scope); multi-company record rules, additional integrations (onboarding portals, identity providers, or SMS/WhatsApp reminder channels), and data migration of a large existing document backlog increase the quoted scope. The firm number lands in your quotation after the scoping call.