What is the difference between Documents and Driver Files?

Documents are typed records with expiry dates that are tracked and remind you. Driver Files are loose attachments (contracts, photos, forms) with no dates or status.

How do I record the renewed licence?

Open the same row and upload the new copy with the new Expiration Date. The status returns to Current.

Docs · Drivers and employees · How-to

Upload driver documents

You will have the driver’s licence and identity documents stored against the record with numbers and expiry dates, showing a status on Document Tracking and raising a reminder before they lapse.

Open NShine ERP All docs

Every driver record has a Documents tab. It lists every document type that Settings › Document Mapping has mapped to employees, one row per type, each with an Upload action. Once uploaded, the row shows the number, issued and expiry dates, the next reminder date, a status and the attachment.

Before You Start

The document types you need exist under Settings › Document Mapping with Entity Type Employee and Is Active on: Driving License and identity documents are there by default; add Health Insurance, work permit or medical fitness if you need them.
The driver record exists.
A photo or scan of each document.

Steps

Open Drivers, find the driver and open the record for editing.
Open the Documents tab. Each mapped type is a row. Rows with nothing uploaded show status Unknown.
Click Upload on the Driving License row.
Enter the licence Number, the Issued Date and the Expiration Date, attach the scan and save. The next reminder date is Expiration Date minus the Remind Before days from Document Mapping.
Repeat for the identity document rows and any other mapped type.
Check the row status: Current if the expiry is beyond the reminder window, To be Renewed if inside it, Overdue if already past.
Open Vehicles › Document Tracking › Employee to see the same rows across all drivers.

Fields on the upload row

Field	What to enter	Required
Document Type	Fixed by the row you clicked Upload on	Yes
Number	Licence or identity document number	Recommended
Issued Date	Date of issue	No
Expiration Date	Expiry date; drives status and reminders	Yes for tracking
Attachment	Photo or scan	No

What This Changes

The row on the driver’s Documents tab and under Document Tracking › Employee shows the number, dates, Next Reminder Date and Status.
The dashboard’s Employee Documents counts (Current / Overdue / To Be Renewed / Unknown) move accordingly.
When the reminder date arrives, a notification is sent on the channels enabled under Settings › Notification Settings and logged in the Notification Delivery Log.

Tips

Upload the licence first; it is the document most often asked for at the roadside and by customers.
Drivers can send a photo of a document on WhatsApp; it lands in AI › AI Inbox where you can review it and attach it to the right record.
A driver with a document in To be Renewed or Overdue still appears on the booking form; use the Document Tracking list each week to decide who should not be dispatched.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.