Illustrative previewStore employee documents in Odoo and get automatic email reminders before passports,
visas, IDs and certificates expire. Built, installed & supported by ECOSIRE.
What is Employee Document & Expiry Management?
Store employee documents in Odoo and get automatic email reminders before passports, visas, IDs and certificates expire. Built, installed & supported by ECOSIRE. Built to order by ECOSIRE for Odoo 17, 18, 19 — indicative price from $999.00 USD; request a quote for a scoped proposal.
Key Features
Built to order, done for you
No DIY setup — a working app, built, installed and supported by ECOSIRE.
- 1
You order
Start with a one-time build price. We scope it with you at kickoff.
- 2
We build & install
ECOSIRE builds, configures and installs it on your Odoo.
- 3
Go live + support
You go live in about one working week, with two weeks of go-live support. Defects in the code we deliver are fixed free of charge.
Technical Specifications
- Odoo Compatibility
- Odoo 17, Odoo 18, Odoo 19
- Editions
- Enterprise & Community
- License
- Licence confirmation required
- Python Requirement
- Python 3.10+
- Database
- PostgreSQL 12+
About this Product
Expired visas, lapsed passports and out-of-date trade licenses are not just admin headaches — in the GCC and other expat-heavy markets they carry real fines, blocked renewals and staff who legally cannot work until documents are current. Standard Odoo HR gives you an employee record, but it has no structured place to store compliance documents, no expiry dates you can report on, and — critically — no one who gets warned before a document lapses. Teams end up tracking this in spreadsheets that no one updates until it's already too late.
Employee Document & Expiry Management is a net-new Odoo module that ECOSIRE designs, builds, installs and supports specifically for your instance. This is a build-to-order engagement, not an instant apps.odoo.com download: after purchase our Odoo engineers develop the module against your Odoo 17, 18 or 19 database, tailor the document types and alert rules to how your HR team actually works, deploy it, and stay with you through a support window. Typical delivery is one working week from confirmed scope and access.
At its core the module adds a proper document repository to every employee. We introduce a dedicated document model (built as a standard models.Model with ir.attachment-backed file storage) related one-to-many to hr.employee, so each person carries an unlimited set of typed documents — passport, residence visa/Emirates ID, labour card, driving license, professional certificates, contracts, and any custom category your compliance policy needs. Each document row holds the document number, issue date, expiry date, issuing authority/country, and the scanned file itself, all secured behind Odoo access rules.
The expiry engine is what turns storage into compliance. A stored Odoo scheduled action (ir.cron) runs daily, evaluates every document's expiry date against a configurable lead time — you decide whether alerts fire a day, a week, a month, or several months ahead, and you can set different lead times per document type — and dispatches templated email reminders to the right people. HR always gets notified; the employee can optionally be copied so they can start their own renewal. Computed status fields (implemented with @api.depends on the expiry date) classify every document as Valid, Expiring Soon or Expired, and drive colour-coded badges, filters and a dashboard so your HR lead can see the entire company's compliance posture at a glance and act before a deadline instead of after a fine.
Because it's built the Odoo way, everything is native: list/form/kanban views (XML, with OWL where interactivity helps), group-by-and-filter search views, QWeb PDF reports for audits, per-role security via ir.model.access.csv and record rules, and clean data you can pull over XML-RPC/JSON-RPC into other systems. It runs on Odoo Community and Enterprise, versions 17, 18 and 19, and we hand you the full source so you're never locked in.
What you get
- Complete, installable Odoo module (full source code) built for your exact edition and version — Community or Enterprise, Odoo 17, 18 or 19 — with a clean __manifest__.py and dependency declaration
- Installation and deployment onto your Odoo instance (staging first, then production) by an ECOSIRE Odoo engineer, including the scheduled action (ir.cron) and email templates wired up and live
- Configuration of your document types, per-type alert lead times, email templates and notification recipients to match how your HR team actually operates
- Security configuration — ir.model.access.csv rules and record rules mapped to your HR / manager / employee roles so people see only what they should
- Optional data load: we help import your existing employee documents and expiry dates (from spreadsheets) so the system is useful on day one, not empty
- Admin/HR user guide plus a short recorded or live training session for your HR team on adding documents, reading the dashboard and managing alerts
- A defined post-go-live support window for bug fixes, adjustments and questions, with clear terms confirmed before the build starts
- Compatibility notes and upgrade guidance so you know how the module behaves across Odoo 17/18/19 and what a future version migration involves
Who this is for
GCC / expat-heavy HR & PRO teams
HR and Public Relations Officers in the UAE, Saudi Arabia, Qatar and the wider Gulf who juggle residence visas, Emirates IDs, labour cards and passports for a largely expatriate workforce — where a single missed renewal can mean fines, a blocked visa or a worker who legally can't clock in. They need one place that warns them early, every time.
Compliance & operations managers in regulated or safety-critical sectors
Managers in construction, healthcare, logistics, security and facilities who must keep professional licenses, trade certificates, medical fitness cards and safety qualifications current across a large, rotating headcount. They need a company-wide expiry dashboard and audit-ready PDF register, not a stack of scanned emails.
Growing SMEs already on Odoo who've outgrown spreadsheets
Businesses running Odoo HR that currently track document expiries in a shared spreadsheet nobody keeps up to date. They want the tracking to live inside Odoo — tied to the real employee record, with automatic reminders — without paying for or migrating to a separate HR compliance platform.
How Employee Document & Expiry Management Compares
| Criterion | ECOSIRE | Custom Build | Competitor | Odoo Native |
|---|---|---|---|---|
| Structured document expiry tracking tied to the employee record | Purpose-built document model related to hr.employee with typed docs and expiry dates | Possible, but you design and maintain the whole data model yourself | Varies by app; often generic and not tailored to your document types | No — Odoo HR has no structured document-expiry model out of the box |
| Automatic email reminders before expiry (configurable lead time) | Yes — daily ir.cron with per-type lead times to HR and optionally the employee | Only if you build and correctly schedule the cron and mail templates yourself | Sometimes, but lead-time flexibility and recipients are often fixed | No — nothing warns you before a document lapses |
| Tailored to your exact document types and HR workflow | Yes — configured to your policy (visa, Emirates ID, labour card, licenses, etc.) | Fully tailored, but at full custom-development cost and timeline | Configurable within the app's assumptions; rarely a perfect fit | No — you'd repurpose generic fields with no expiry logic |
| Role-based access to sensitive scans (record rules) | Configured via ir.model.access.csv and record rules mapped to your roles | You must design and test the security model yourself | Depends on the app; may be coarse or all-or-nothing | Only generic Odoo attachment permissions, not document-level compliance rules |
| Company-wide expiry dashboard, filters and audit PDF report | Included — status badges, group-by filters and a QWeb register report | Extra scope to design views and QWeb reports from scratch | Some provide dashboards; audit-ready reports vary | No dedicated dashboard or expiry report exists |
| Runs on Odoo 17, 18 and 19 (Community & Enterprise) | Built and tested against your exact version and edition | Whatever you build and maintain across versions yourself | Depends on the vendor's supported versions and update cadence | Core supports the versions, but the feature itself doesn't exist |
| Full source code ownership and no vendor lock-in | Yes — you receive the complete module source | Yes, since you built it — but you also carry all the effort and risk | Usually licensed/closed; you depend on the vendor to keep it current | N/A — nothing to own because the capability isn't there |
| Installation, configuration, training and post-go-live support | Included — ECOSIRE deploys, configures, trains your team and supports it | You resource and own all of this internally | Typically self-install; support depends on the vendor's SLA | You configure Odoo yourself with no compliance feature to support |
Frequently Asked Questions about Employee Document & Expiry Management
Is this an instant download I can install myself right now?
No. This is a build-to-order module, not an off-the-shelf apps.odoo.com download. After you purchase, ECOSIRE's Odoo engineers develop the module against your specific Odoo edition and version, tailor the document types and alert rules to your workflow, and install it for you. You receive a fully working, deployed module plus the complete source code.
How long does delivery take, and what's the lead time?
Typical delivery is one working week from kickoff, depending on scope — how many document types you need, whether you want existing documents imported, and any custom reporting or integrations. After purchase we schedule a short scoping call, confirm requirements, build and test on a staging copy of your database, then deploy to production. We'll give you a firm timeline before development starts.
How does the automatic expiry reminder actually work in Odoo?
We add a scheduled action (ir.cron) that runs daily. It scans every stored document, compares each expiry date against your configured lead time, and — for anything inside the warning window — sends a templated email reminder to HR, optionally copying the employee. A computed status field (Valid / Expiring Soon / Expired) also updates automatically to drive the dashboard, filters and colour-coded badges.
Which Odoo versions and editions does it support?
We build for Odoo 17, 18 and 19, on both Community and Enterprise. We develop against your exact version and edition so the module fits your instance natively — using standard Odoo building blocks (models/ORM, views, ir.model.access.csv security, ir.cron, QWeb reports). If you later upgrade Odoo, we provide guidance on migrating the module.
What support and updates do I get after it's delivered?
Every build includes a defined post-go-live support window for bug fixes, small adjustments and questions, with the exact terms agreed in writing before we start. Because you own the full source code, you're never locked in. Beyond the included window we offer ongoing support and enhancement retainers, and we handle version-migration work (for example moving the module from Odoo 18 to 19) as a scoped follow-on.
Can we control who can see sensitive documents like passport scans?
Yes. Access is enforced with Odoo's native security layer — ir.model.access.csv and record rules. We map permissions to your roles so HR and authorised managers can view and manage documents, while regular employees see only their own (or none, if you prefer). Scans are stored as standard Odoo attachments behind those same access controls.
Can you migrate our existing document data from spreadsheets?
Yes — this is a common part of the engagement. As an optional deliverable we help import your existing employee documents, numbers and expiry dates from spreadsheets so the system is populated and useful from day one, and the expiry reminders start working immediately against your real data rather than an empty database.
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Employee Document & Expiry Management
Store employee documents in Odoo and get automatic email reminders before passports, visas, IDs and certificates expire. Built, installed & supported by ECOSIRE.
- Per-employee document repository related one-to-many to hr.employee, with unlimited typed documents and ir.attachment-backed file uploads (scan of passport, visa, license, certificate)
- Configurable document types (passport, residence visa, Emirates ID / national ID, labour card, driving license, trade license, professional certificate, contract) plus any custom categories your compliance policy requires
- Structured fields per document: document number, issuing country/authority, issue date, expiry date, and the attached scan — all reportable, not free text
- Configurable expiry alert lead time per document type — fire reminders a day, a week, a month, or several months before expiry, set independently for visas vs certificates