What it is
Verifying a document means confirming that a piece of evidence a worker has given you — a passport, a visa, a licence, a ticket — is genuine, current and matches the person it belongs to. Hexis walks you through it: pick the person, pick what kind of document it is, upload the evidence, and record the check. Anything that doesn’t line up — a name that differs, a date that has passed, a number that doesn’t match — is flagged so you don’t wave it through.
This is the moment that protects everything downstream. A worker can only be rostered, paid or sent to a client site once their credentials are real and recorded. Doing the check here, once, means every later screen — the register, the matrix, the expiry dashboard — can trust what it shows. It is the single point where evidence becomes a verified fact.
When to use it
- A new starter has handed over identity or right-to-work evidence
- A worker has uploaded a renewed ticket or licence
- You need to confirm a credential before a worker can be deployed
- A document was recorded earlier but never formally checked
- You are clearing a verification-pending item from the control room
How it works
Step by step.
- 1
Choose the person
Open the worker whose document you are checking. Their existing clearances and any pending verifications are listed so you know what is outstanding.
- 2
Choose the document type
Select what the evidence is — an identity document, a right-to-work check, a licence or a ticket. The type tells Hexis what fields to expect and how long it stays valid.
- 3
Upload the evidence
Attach the file or photo of the document. Hexis reads the key details — name, number, issue and expiry dates — and lines them up against the worker record for you.
- 4
Check the match
Confirm the name, document number and dates agree with what is on file. Any mismatch is flagged in amber or red so you can resolve it before recording the result.
- 5
Record the result
Mark the document verified, choose the method you used, and save. The check is stamped with your name and the date, and the worker’s clearance moves to verified.
Worked example
Follow it through.
The scenario
Maya Chen has started as a Security Officer for Meridian Retail and uploaded her current security licence.
- 1 Open Maya Chen’s clearance record; her security licence shows as "granted — verification pending".
- 2 Set the document type to Licence and upload the photo she sent.
- 3 Hexis reads the licence number and an expiry of 30 Apr 2027 and matches the name to her worker record.
- 4 The number and name match; the expiry is well clear, so no flag appears.
- 5 Mark it verified with method "sighted original", and save.
The result
Maya’s security licence reads "Active — verified by you, 9 Jun", and she is now eligible to be rostered on Meridian Retail sites.
Tips & notes
Good to know.
- A red flag means the evidence cannot be accepted as-is — usually a passed expiry or a name that does not match; fix the source before you record anything.
- An amber flag means check one thing first — often a name spelt slightly differently between the document and the worker record.
- Recording the verification method matters at audit time: "sighted original" and "verified with issuer" are not the same level of assurance.
- If the document type does not exist yet, add it in the clearance types catalogue first so the validity period is applied automatically.
- Verifying here clears the matching verification-pending count on the clearance control room.
When you’re done
The worker’s document is confirmed genuine and current, the verification is stamped with method and checker, and their clearance is active and trusted everywhere it appears.