# 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.