Hires & cases
Documents that check themselves
Uploaded files are read automatically, matched to the steps that need them, and compared with each other.
- 1Upload anywhere on the caseDrag PDFs or photos anywhere onto the case, or click a document that's still needed to pick the file. You don't need to say which step a dropped file is for.
- 2Automatic checkEach file is read and matched against the documents the case needs. Confident matches are linked for you; duplicates are flagged. On an open step every document shows where its file is: uploading (with Cancel), checking (usually under a minute, keep working), ready (what the check read), needs a look (the wrong document, or hard to read, each with its two ways out) or didn't upload (Try again).
- 3Passports and ID cards: no AI, no copyPassports, national ID cards and residence permit cards are never sent to the AI check. Upload one on its document and this browser (or the employee's phone, in the portal) reads the lines at the bottom of the page; you confirm the details, and only those are kept, not the photo. A residence permit card keeps its image as the permit copy. An identity page dropped anywhere else is read on Settio's own servers and cut out of the file. A file that only looks like one is held back: Read details, or Not an identity document. The application pack lists a passport kept as details as missing, for the person to attach themselves.
- 4Cross-document checksNames, dates of birth and passport numbers are compared across the person's files (and their family's) right after each check. A mismatch shows on the case; a serious one (another name, date of birth or employer, an unsigned power of attorney…) also reaches the bell of whoever runs the case (the consultant, or the team) once per mismatch.
- 5Mark it fine, or ask for a new versionIf a difference is expected (a middle name, a transliteration), mark it as fine with a short note. It never blocks a step. From a mismatch, Ask for a new version names the file it replaces (for a passport that runs out too early, the passport) and shows the message the employee will read, in their language. It waits a few seconds with Undo before it goes.
- 6A file that comes back is needed againA file you reject, or one the automatic check finds unusable, puts its document back on the list of what's needed: on Home under Waiting on others, in the employee's portal and in the reminders, which start again and say what to fix. The employee reads a plain instruction in their language (send every page, sign it, a sharper photo…), never the check's own wording.
Use the document's value: When the case itself is what's wrong (the contract's start date, the contract's salary, the nationality on a passport read from its bottom lines, a name typed differently from that passport), Use the document's value corrects the case. A start date, salary or nationality first shows what moves in the plan, from which date to which, and can be undone for 30 days; a name is saved at once. The change is logged on the Timeline with the problem it solved, and the problem goes away because the case and the document now agree. A nationality or name is only ever taken from a passport read without AI.
When the employee answers instead of sending a file: In the portal the employee can tell you they can't get a document, why theirs is different, or ask about it. Their words show on the document's row (and as a line on the Documents tab) with Mark handled, and in your conversation with them, where you reply.
Settio checks, a person accepts. A file the check passed reads Checked by Settio; one a person on your team accepted reads Accepted by and their name, with the date, in the drawer, the employee's portal and the application pack's manifest.
Settings → Document checks says which kinds of document a person accepts before a case is ready (by default passports and ID cards, degrees and the employment contract). Settio still checks them first; the case shows Accept on each one until someone does. An agency's choice applies to its clients.
In the same place: whether a clear problem (unreadable, expired, the wrong document, pages missing) goes to the employee at once, in their language, or waits for your team. Anything Settio is unsure about always waits for your team.
Settio is unsure (amber) looks different from Settio found a problem (red). When Settio filed a file on a document by itself, the drawer says how sure it was.
Steps whose documents are all verified complete on their own, unless a document still waits for a person's acceptance.
Each problem a cross-document check finds is told as one thread at the top of the person's Story: found, asked for a new version, a new file came in, then resolved or marked fine, each with its date and who did it.
A name pair Settio isn't sure about shows as needs a look until the check after the next upload has judged it.
While files upload or are checked, a tray at the bottom right (above the tab bar on a phone) says how many are uploading and checking, and follows you to other pages. When they're done it says whether every file is ready, or which need a look, with a link to fix them.
Where the country's official page says why a document is asked for, its drawer and the employee's portal show one line with a link to that page.
Company documents (Settings → Company documents: insurance certificate, collective agreement, the company's power of attorney…) are filed on a new case by themselves when its steps ask for them: the newest valid copy, never an expired one.
Employing entities (Settings → Company documents, or a client's Documents tab): the legal entity a permit is tied to in each country, with its number, who signs for it, mainland or free zone, its licences and a quota note. A licence about to expire, or expired, is flagged like a company document; new cases take the entity in their destination.
A payslip you upload counts for salary monitoring, like one the employee sends, for months payroll hasn't recorded.
Documents sent for signature are sent again on day 3 and day 7 while someone still has to sign, like document reminders.
Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. About this information