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Manage document types and renewals

Access often depends on valid documents: identity papers, insurance certificates, prevention plans, safety trainings. You define the document types and their validity rules; the application then tracks expiry and renewal automatically.

Define the document types

  1. Open Hamilton Visitor, click Administration, then "Document types management" in the Visit validation section.

  2. Click Add and define each document type. Depending on the type, the form asks for the relevant fields — number, validity start and end dates, order, place of intervention, description — with the mandatory ones enforced ("Fields marked with a star are mandatory").

  3. Validate.

Attach documents

Documents are attached where they belong:

  • On visitor records (identity documents, trainings).

  • On companies — the company documents screens hold the certificates hosted and contractor companies must provide.

Reception and validators see missing or expired documents flagged during validation and check-in.

Configure the renewals

  1. In the Visit validation section, click "Document renewals".

  2. Configure the renewal follow-up: which document types are tracked and their warning horizon.

  3. The renewals screen then lists documents expiring soon — worked daily by the compliance team (see "Track document renewals, enquiries and overstays" in the user guides).

Good to know

  • Validation rules can require specific documents for specific visit types or zones — see "Define visit validation rules and validator groups".

  • Keep document types few and precise: each type is a line to check at the desk.

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