Employee document & expiry tracking for the UAE and Egypt
Keep every passport, Emirates ID, visa, work permit and contract in one place, with its expiry date. Mira HR reminds HR well before anything lapses, shows who is missing a mandatory document and keeps each person’s files in their own folder.
Emirates IDAmira K.
Expires in 30 daysValid until 18/10/2028
Email reminder sent · 30 days ahead
- emirates-id.pdfVersion 1
- emirates-id.pdfVersion 2 · new file
Before and after
Where document tracking usually breaks
Before
Expiry dates live in a spreadsheet that someone updates when they remember. A residence visa runs out, and HR finds out when the employee mentions it.
With Mira HR
Each document carries its expiry date. Mira HR reminds HR 90, 60 and 30 days ahead, in Mira HR and by email, and if the date arrives with nothing renewed, the reminder goes up to the company owners.
Before
Passport scans sit in email threads and shared drives. Nobody is sure which copy is the latest, or who can open it.
With Mira HR
Documents live in one folder tree, with a personal folder for every employee. A new file becomes a new version of the same document, and every download checks the person’s access first.
Before
A new hire has been with you for two months, and no one noticed that their Emirates ID copy never arrived.
With Mira HR
The Needs attention queue lists who is missing a mandatory document, based on your country and the employee’s nationality: a residence visa and labour card only for foreign employees in the UAE, a National ID for Egyptian citizens.
Features
Every document, every date, in one place
Company and employee documents in one folder tree
Organise company documents the way you already do — policies, contracts, archive — in folders and subfolders. Employee documents sit under Employees, in a personal folder for each person. The registry above the tree shows how many documents have expired and how many expire within 30 days, and search and filters narrow any folder. Upload a new file to an existing document and it becomes the next version; earlier versions stay in the version history. Every download checks the person’s access to that document. Deleting moves a document or folder to the trash, and you can restore it from there; it is gone for good only when someone with rights to the trash deletes it permanently.
- Folders and subfolders for company documents
- A personal folder for every employee
- File versions with a version history
- Trash with restore before anything is deleted for good
Document types for the UAE and Egypt, plus your own
Every document has a type, and the type decides its fields and its expiry date. Mira HR comes with the types you need in the UAE — passport, Emirates ID, residence visa, Labour Card / Work Permit, health insurance and ILOE — and in Egypt: National ID, passport, work permit, work visa and social insurance (NOSI), together with the employment contract with its contract type and language. Need something else? Create your own type for an employee or a company document, add text, number, date or choice fields, mark one date as the expiry date and decide whether the document is required. Turn off a built-in type you don’t use: it is no longer offered for new uploads, while documents already uploaded keep their reminders.
- Built-in UAE and Egypt types with their own fields
- Custom types for employee and company documents
- Any date field of a custom type can be its expiry date
- Turn off built-in types you don’t need
Expiry reminders 90, 60 and 30 days ahead
Mira HR watches the expiry date of every document. For visas, IDs, work permits, licences and contracts, HR is reminded 90, 60 and 30 days before the date; for insurance policies, the reminders come 30, 14 and 7 days ahead. Reminders appear in Mira HR’s Alerts and arrive by email. If a document reaches its expiry date and nothing has been renewed, the reminder goes up to the company owners, and another follows a week later. Each document type can have its own reminder windows, so a residence visa can get different notice from a health insurance policy.
- 90, 60 and 30 days for visas, IDs, permits and contracts
- 30, 14 and 7 days for insurance policies
- In Mira HR and by email
- Escalation to the owners on the expiry date
One queue for what needs attention
Needs attention gathers everything HR has to act on in four sections: expired documents, documents expiring within 30 days, mandatory documents that are missing, and documents whose expiry date was never filled in. What counts as mandatory follows your country and each employee’s nationality. Everyone needs an employment contract. In the UAE, every employee also needs a passport and an Emirates ID, and foreign employees a residence visa and a labour card; in Egypt, citizens need a National ID, and foreign employees a passport, a work permit and a work visa. Custom types you mark as required are added for everyone. New hires get 30 days from their hire date before a missing document is shown as overdue. Each row has one action — replace the file, upload with the type and owner already selected, or set the date.
- Expired, expiring within 30 days, missing, no expiry date
- Mandatory documents by country and nationality
- A 30-day grace period for new hires
- One action per row: replace, upload or set the date
Contract end and probation end, on time
Documents are not the only dates that slip. When an employee’s fixed-term contract is coming to an end, Mira HR reminds HR and the employee 90, 60 and 30 days ahead, by email as well as in Mira HR; an open-ended contract sends no reminders, and a renewed contract stops them. When a probation period is about to end, HR is reminded 14, 7 and 1 day before the last day, so the decision to confirm the employee is made in time rather than discovered afterwards.
- Fixed-term contract end: 90, 60 and 30 days ahead
- The employee is reminded about their contract too
- Probation end: 14, 7 and 1 day ahead
“My documents” and access you control
Employees see their own documents on the “My documents” page of their profile and can upload a file themselves; it goes straight into their personal folder. Access is set on folders and on single documents: Read lets a person open and download, Write lets them change it, and Manage access lets them give access to others. Documents inherit access from their folder unless you set it separately, and the Employees folder has its own access, apart from the rest of the tree. Give a colleague access to a single document, and it appears under “Shared with me” in their Documents.
- “My documents” for every employee
- Access per folder and per document
- Read, Write and Manage access levels
- “Shared with me” for documents shared personally
Steps
How it works
Choose your document types
The UAE and Egypt types are ready to use. Turn off the ones you don’t need and add your own.
Upload documents with their dates
Add each document to the employee’s personal folder or a company folder, with its expiry date.
Get reminded before anything lapses
Mira HR reminds HR ahead of every expiry date, and the owners if a date passes with nothing renewed.
Work through Needs attention
Replace expired files, upload missing documents and fill in missing dates from one queue.
Local rules
The documents UAE and Egypt teams actually track
United Arab Emirates
- Emirates ID, residence visa, Labour Card / Work Permit and passport with expiry dates
- Health insurance and ILOE expiry reminders
- Residence visa and labour card required only for foreign employees
- Contract type and language on the employment contract, with end-date reminders
Egypt
- National ID for Egyptian citizens, with its expiry date
- Passport, work permit and work visa for foreign employees, with expiry dates
- Social insurance (NOSI) number kept with the employee’s documents
- Contract type on the employment contract, with end-date reminders
Related
Works with
Onboarding & offboarding
Programs with stages and deadlines, a board of every new hire, UAE and Egypt government checklists, and exits with asset checks and, with Payroll, a settlement check.
Core HR
Employee records, org chart, legal entities, statutory time off, team calendar, assets, chat, tasks and a knowledge base.
Employee self-service
Every employee’s own corner of Mira HR: profile, documents, assets, time off with balances, requests and, with Payroll, payslips and expense claims. On Android in early access.
HR analytics & reports
Headcount, annualised turnover and hiring trends, ready-made HR reports with CSV and Excel export, and NOSI Form 1 and Form 6 pre-filled for Egypt.
FAQ
Document questions
Who gets the expiry reminders?
HR gets them in Mira HR and by email. If a document reaches its expiry date and nothing has been renewed, the reminder also goes to the company owners. For the end of a fixed-term contract, the employee is reminded too.
Does Mira HR renew visas or Emirates IDs for us?
No. Mira HR keeps the documents and their dates and reminds you in time; you renew each document through the official channels and upload the new one.
Which documents count as mandatory?
That depends on your country and the employee’s nationality. Everyone needs an employment contract. In the UAE, also a passport and an Emirates ID, plus a residence visa and labour card for foreign employees. In Egypt, a National ID for citizens, and a passport, work permit and work visa for foreign employees. Custom types you mark as required are added for everyone.
Can we add our own document types?
Yes. Create a type for employee or company documents, add text, number, date or choice fields, choose which date is the expiry date and whether the document is required.
What happens when we upload a renewed document?
Upload the new file to the same document and update its expiry date: the file becomes the next version, and earlier versions stay in the version history.
Is Documents a separate module?
No. Documents and expiry tracking are included in Core HR, together with employee profiles, time off and onboarding.
Does it work in Arabic?
Yes. The interface works in Arabic, right to left, as well as in English, and the built-in document types appear in the language of the interface.
From the blog
GuidesCloud HR data security in the UAE & Egypt: what to check
Before moving HR to the cloud, check where data is hosted, how it's encrypted, and whether it meets UAE PDPL and Egypt's Law 151/2020. The full checklist.
InsightsWhat paper-based HR really costs in the UAE & Egypt (2026)
Manual payroll and paper HR cost UAE companies AED 350K–500K a year and Egypt teams EGP 144K–288K in rework alone — before fines. Here's the math.
ComplianceHR and payroll compliance in the UAE: the 2026 guide
WPS deadlines, Article 51 gratuity, Emiratisation quotas, and GPSSA contributions — what UAE employers need in 2026, with formulas and penalties.
Set up HR for your company in 10 minutes
No implementation fees. Cancel anytime.