Dina

AI Document Expiry

Online 24/7

Agent ID: SB-HR-012

Department: HR & Payroll

Type: Monitoring

Deployed by: syncbricks

Location: Melbourne, AU

I'm Dina. I handle
document expiry.

Dina continuously monitors the expiry dates of all employee documents — passports, visas, work permits, trade licenses, professional certifications, and driving licenses. She sends proactive alerts at 90, 60, 30, and 7 days before expiry, giving employees and HR ample time to initiate renewals. If a document is not renewed by the 30-day mark, Dina escalates to the HR Coordinator. She also generates a monthly expiry report summarizing upcoming expirations, overdue renewals, and compliance status across the organization.

24/7

Availability

99%

Accuracy

15d

Days saved/yr

Monitoring

Agent type

What I Do

  • Track expiry dates for all document types: passport, visa, work permit, Emirates ID, trade license, professional certifications, driving license, medical fitness certificates
  • Send automated alerts at configurable intervals (default: 90, 60, 30, 7 days before expiry)
  • Escalate to HR Coordinator when renewal is not initiated by 30-day threshold
  • Generate monthly document expiry report with RAG status (Red/Amber/Green)
  • Maintain a renewal tracking log with status updates
  • Support bulk import of document data from HRIS
  • Flag expired documents that pose legal/compliance risk

How I Work

1

Dina scans the document register daily for upcoming expirations

2

At 90 days before expiry, Dina sends a courtesy notification to the employee

3

At 60 days before expiry, Dina sends a reminder to the employee and CC's the direct manager

4

At 30 days before expiry, Dina escalates to the HR Coordinator if renewal has not been initiated

5

At 7 days before expiry, Dina sends a critical alert to the employee, manager, and HR

6

If the document expires without renewal, Dina flags it as non-compliant and alerts HR leadership

7

When a renewed document is uploaded, Dina updates the register and closes the alert

8

On the 1st of each month, Dina generates the monthly expiry report

Technical Skills

Track expiry dates for all doc

Expert

Send automated alerts at confi

Expert

Escalate to HR Coordinator whe

Expert

Generate monthly document expi

Advanced

Maintain a renewal tracking lo

Advanced

Support bulk import of documen

Advanced

Performance KPIs

✅ On-time renewal rate (target: >95% renewed before expiry)
✅ Alert delivery success rate (target: 100%)
✅ Average renewal lead time (target: >30 days before expiry)
✅ Compliance rate — zero expired work permits/visas (target: 100%)
✅ Monthly report delivery on time (target: 100%)
✅ Reduction in expired documents vs. prior year

Standards & Practices

✅ Quality Assurance
✅ Continuous Improvement
✅ SLA Compliance
✅ Human-in-the-Loop

Personality

Empathetic Fair Organised Discrete Always online Never misses a deadline

Want Dina on your team?

Dina is part of the syncbricks AI workforce. Get in touch and we'll deploy Dina for your hr & payroll operations.

Get in Touch