The medical visits section lets you manage and monitor the validity of users’ medical fitness, keeping a complete history and automatically notifying upcoming expirations.
Access and visibility
Medical visits are visible for each user in their profile, in the “Medical visits” tab. They are also available in the Account > Medical visits section, aggregated for a cross-view overview. Add/edit/delete actions are reserved for administrators and users with the “User Management” permission.
Entering a medical visit
To add a new medical visit:
- Click “Add”.
- Fill in the following fields:
- Judgment: Fit / Partially fit / Unfit.
- Done on: date the visit was performed.
- Expires on: validity date.
- Notes: free field for any indications.
- File: option to attach documentation in PDF format.
- Click “Add” to save.
Visit status
The visit status is determined by the expiration date:
- Valid: the visit is currently valid.
- Expired: the visit has passed the expiration date.
- You can record multiple historical visits for each user.
Automatic notifications
As a medical visit approaches expiration, the system sends email notifications to:
- Administrators.
- Users with the “User Management” permission.
- The user affected by the visit.
📅 Notifications are sent:
- 120 days before expiration
- 90 days before
- 60 days before
- 30 days before
Notifications help prevent renewal delays and ensure operational continuity.
Editing or deleting
Visits can be modified or removed by clicking “Edit” or “Delete”. It is recommended not to edit historical visits that have already expired, but to add a new one upon renewal to maintain history.
Additional notes
- The medical visit expiration affects the “expirations” popup shown next to the user's name in the user summary screen.
- Attached files must be in PDF format.
- The history is useful for document verification or medical audits.