Documents & Certificates

Centrally manage company, project, and employee documents. Including document sets, sector-specific regulations, validity, reviews, ICAO ID checks, and SignalR updates.

How does document management work?

ProjectAssistant centrally manages documents at three levels: company (contractor) , project , and employee . Required documents can be defined by sector, country, and function. When a document expires, is missing, or is rejected, it automatically appears in dashboards and reports.

Company documents

Chamber of Commerce extracts, insurances, safety certificates, contracts and organisational certifications. Each company uploads its own documents.

Project documents

Project-specific documents such as work permits, LMRAs, safety instructions, toolboxes, and project guidelines.

Employee documents

Certificates, IDs, security diplomas, and job-related documents for every employee, including automatic expiry notification.

Document sets per entity

Document sets determine which documents are mandatory for companies, projects, or employees. Sectors (such as construction, infrastructure, industry, electrical engineering) have standard documents that are automatically activated during onboarding.

Document sets per sector (e.g. Construction → mandatory safety certificates)
Document sets per country (e.g. Germany → ID check + Soka-Bau certificate)
Document sets per nationality for employees (e.g. Romanian employee → Apostille)
Ability to add your own documents

Review & assessment

Documents can be reviewed by project managers, business administrators, or HSE coordinators. Reviews come in three forms:

Accepted – alles in orde
Rejected – reden verplicht
Expired – automatische detectie

Whenever a document is modified, uploaded, or reviewed, any user with permissions receives a real-time update via SignalR.

Validity, expiration & automation

ProjectAssistant automatically tracks document expiration dates. Depending on your settings, notifications are sent to employees, project managers, and HSE departments.

Automatic expiration date detection
Automatic status change to “Expired”
Automatic email & push notifications
Document remains visible in history

Identity documents via ICAO & NFC

Identity documents can be automatically filled in via our ICAO/NFC module. ProjectAssistant performs Passive Authentication, Active Authentication, and Chip Authentication, including data grouping and certificate validation.

Automatic reading of ID card or passport
MRZ → NFC → DG1/DG2 → verification
No manual entry required
Data directly linked to employee

Reports & Audit

Document control can be exported to Excel, per company, project, or employee. There's also a special audit mode for inspections and client checks.

Excel export: Missing / Expired / Rejected
Project level audit report
Complete document history
Filter by period & project