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Timed

Employee documents (FICA)

Store and verify employee documents — ID, proof of address, bank confirmation, contract and more — uploaded from the dashboard or by the employee over WhatsApp.

Timed keeps each employee's compliance and onboarding documents against their profile, with a simple approve / reject workflow so you always know what's been verified.

Document types

Type Counts toward FICA
Identity Document (ID / Passport) ✅
Proof of Address ✅
Bank Confirmation Letter ✅
Selfie with ID —
Employment Contract —
Other Supporting Document —

There is one slot per type — uploading a type again replaces the previous file and resets it to Pending.

Verification workflow

Every document starts as Pending. A manager then:

  • Approves it — it counts toward the employee's FICA status, or
  • Rejects it — the employee needs to resubmit.

The employee's profile shows a FICA complete indicator (how many of ID, Proof of Address and Bank Confirmation are approved).

Managing documents on the dashboard

  1. Go to Employees and open the employee.
  2. Open the Documents tab.
  3. Pick a document type, choose a file (PDF, Word, Excel or an image, up to 10 MB) and Upload.
  4. Use Approve / Reject to verify, the file name to download, or Delete to remove a document.

Uploading and verifying requires the Edit employees permission; deleting requires Delete employees. Files are stored privately and served through short-lived secure links.

Uploading documents over WhatsApp

Employees can send their own documents straight from WhatsApp — handy for photographing an ID or payslip on a phone.

  1. The employee sends DOC to your Timed WhatsApp number.
  2. Timed replies with the numbered type menu — they reply with a number (e.g. 1 for ID / Passport).
  3. Timed asks them to send the file — they send a photo or PDF.
  4. It's saved against their profile as Pending, ready for a manager to review on the dashboard. They can reply CANCEL at any point to stop.

A few things to know:

  • The document is filed against the employee record matched to the sender's WhatsApp number — so a manager who is also set up as an employee can file their own documents this way too.
  • If a number isn't linked to an employee, Timed replies that it couldn't match them to a profile.
  • A file sent without DOC first is ignored — the menu is the entry point.
  • WhatsApp uploads accept PDF, Word, Excel and images (JPG / PNG), up to 15 MB.

Documents uploaded over WhatsApp appear in exactly the same Documents tab as dashboard uploads, marked as coming from WhatsApp.

Still stuck? Sign in to Timed and contact support, or request access if you're new.