Documents & renewals
Upload documents, let Moazaf read the details, and get reminded before anything expires.
Checked against the app on Wednesday, November 4, 2026
1. What Documents is for
Documents keeps every licence, ID, visa, contract and vehicle paper in one register: the number, the dates, the scan and the person responsible. Moazaf works out which documents are expiring, reminds the right people before the date, and keeps a history of every renewal.
Documents in the menu on the left
Owner, Admin, HR Manager, PRO / Documents Officer
- What they can do
- Add, edit, renew, share and delete documents, and set up document types and reminders.
Fleet Manager
- What they can do
- Add, edit and renew documents, for example the papers of the cars. Cannot delete documents or change the settings.
Payroll Admin, Finance, Auditor
- What they can do
- See the documents, without changing them.
Line Manager
- What they can do
- Sees the documents of their own team.
Employee
- What they can do
- Sees their own documents, and those of their dependants, in the Moazaf app (see the employee app guide).
Passport and Emirates ID numbers are personal identifiers. They are stored encrypted, and people whose role may not see identifiers see the number hidden and cannot open the scan, except on their own documents and those of their dependants.
For HR and administrators
2. The documents list and its filters
Documents
The page opens with six tiles that count what needs attention. Click a tile to show only those documents, and click it again to show everything.
- Expired: the expiry date has passed.
- Due ≤ 7 days and Due ≤ 30 days: they expire within 7 or 30 days.
- In renewal: someone has started the renewal.
- Missing mandatory: documents a company or employee must have, but nobody has added yet.
- Missing file: the details are recorded, but no scan is attached.
Below the tiles, tabs split the list by owner: All, Company, Employee, Vehicles & assets and Missing. Type a number, a document type or a name in the search box, or use the filters Company, Type, Status and Responsible. Clear filters resets them. The Status filter starts on Open, which shows everything except cancelled documents.
Green
- Status
- Valid
- What it means
- The expiry date is still far away, or the document has no expiry date.
Amber
- Status
- 45 days left, Due today
- What it means
- The document is inside its reminder period. This starts on the earliest reminder day of your reminder policies: 90 days before expiry with the built-in policies.
Red
- Status
- 12 days overdue
- What it means
- The expiry date has passed.
Blue
- Status
- In renewal
- What it means
- A renewal has been started. If the old document expires within the reminder window (the same number of days that makes an active document expiring: the earliest reminder in your reminder policies, 60 days if none) or has already expired, an amber or red badge also shows next to it until the renewal is completed.
Grey
- Status
- Cancelled
- What it means
- Kept on file, but it gets no reminders. It no longer counts as held: if it was a mandatory document and there is no other one of that type, it shows under Missing.
Tick several documents to Start renewal, Assign responsible, Export or Cancel them together. Saved views keeps a set of filters you use often. Export and Excel at the top of the page download the documents that match your filters, up to 10,000. On the Missing tab they download the missing list instead: the document, the owner and the company of each missing item.
For HR and administrators
3. Add a document with AI
Documents › Scan with AI
When your plan includes Document AI, Moazaf reads the scan for you. The reader only suggests the type, owner, number and dates: you check them and confirm. Nothing is saved until you click save.
- Click Scan with AI. You can also start from the Documents tab of an employee, a company or a vehicle: the owner is then already filled in and you go straight to the upload.
- Choose Detect automatically to let Moazaf find the owner from the name, Emirates ID, passport or licence number on the document, or I'll choose the owner to pick the owner yourself. Click Continue.
- Upload the file: PDF, JPG, PNG or WEBP (photos up to 5 MB). You see Reading your document… for a few seconds.
- On Check the details, compare every field with the scan shown next to it. Fields the reader was unsure about are highlighted: correct them first.
- If one person should own the renewal, choose the Responsible person. Then click Save document. The scan is attached to the new document.
- The reader shows how sure it is, overall and for each field: High, Check or Low. Extra details it read, such as the holder's name, are listed under more details read.
- If the owner could not be found, the Owner field says We couldn't match an owner. Search for one. Search for the right person or company there.
- If the expiry date is close, Moazaf says so and offers Save and start renewal.
- Discard deletes what was read and saves nothing. The scan still counts towards this month's AI scans.
- The upload page shows how many AI scans are left this month. You can always use Enter manually instead.
The AI can misread a digit or a date. Always check the number and the expiry date against the original before you save: reminders are based on what you confirm.
For HR and administrators
4. Add a document by hand
Documents › Add manually
- Click Add manually. Without Document AI in your plan, the button is called Add document.
- Under Owner and type, choose the Owner type (Company, Employee, Dependant or Vehicle / asset), then the owner and the Type. Moazaf shows the rules of that type, for example whether an expiry date or a number is required.
- Fill in the Number, Issued by, Issue date and Expiry date. When the type has a usual validity, the expiry date is filled in from the issue date. You can change it.
- If you like, add the Cost, the Responsible person (they get the reminders and own the renewal) and Notes.
- Under Files, drop the scan: PDF, JPG, PNG, Word or Excel, up to 15 MB each. Click Save document.
Adding many documents at once? Use Import on the Documents page to load them from a spreadsheet.
For HR and administrators
5. Document types and mandatory documents
Settings › Document types · Settings › Mandatory documents
Moazaf comes with the common UAE documents, grouped as Company documents, Employee documents, Dependant documents and Vehicle & asset documents. Click the pencil next to a type to change its rules, or Add type to create your own.
Expiry date required, Number required, File required
- What it does
- What must be filled in before a document of this type can be saved. The built-in Emirates ID types are the exception: they can be saved without an expiry date.
Usual validity (months)
- What it does
- Used to suggest the expiry date when adding, and the new expiry date when renewing.
Usual issuer
- What it does
- Filled in for you on new documents.
Usual cost
- What it does
- Used in the renewal spend forecast when no cost is recorded.
Reminder policy
- What it does
- Which reminder schedule this type follows (see the next section).
Personal identifier
- What it does
- Numbers are encrypted and hidden from people who may not see identifiers, except on their own documents and their dependants'. This can't be changed after the type is created.
Built-in types can be renamed and their rules changed. A type that is used by documents can't be deleted: switch off Active instead.
Mandatory documents says who must hold which document. The built-in rules: every company needs a trade licence and an establishment card; every employee needs a passport, an Emirates ID, a health insurance card and an ILOE certificate; a residence visa is needed by everyone except GCC nationals, and a labour card by everyone except UAE nationals. Use Add rule for your own rules, by company, department or nationality.
Anything missing appears in the Missing tab of the Documents page, with an Add document button that already knows the owner and the type.
For HR and administrators
6. Renewal reminders: who gets them and when
Settings › Reminders
Every morning at 07:00 (UAE time) Moazaf compares each document's expiry date with its reminder policy. Each person gets one email listing all the documents due for a reminder that day, plus an in-app notification for each document.
Standard (the default)
- Before expiry
- 90, 60, 30, 14, 7 and 3 days before
- After expiry
- 1 and 7 days after, then every 7 days
- Owners and Admins added
- 14 days after expiry
Critical licences & IDs (trade licence, establishment card, Emirates ID, residence visa, property tenancy contract)
- Before expiry
- 90, 60, 45, 30, 14, 7, 3 and 1 day before
- After expiry
- 1, 3 and 7 days after, plus every 3 days counted from the expiry date (day 6, 9, 12 …)
- Owners and Admins added
- 7 days after expiry
Responsible person
- When
- The person chosen as responsible on the document.
The renewal assignee
- When
- While a renewal is open, the person it is assigned to.
Document managers
- When
- Team members whose role and company access cover the document and who may edit or renew documents, for example the HR Manager or the PRO / Documents Officer.
The employee
- When
- Off in the built-in policies. For their own documents, when they have a login.
The employee's line manager
- When
- Off in the built-in policies.
Extra email addresses
- When
- Anyone outside Moazaf, for example your PRO agent. Email only.
Owners and Admins
- When
- After the Escalate after days overdue, and whenever nobody else would receive the reminder.
- Each reminder step is sent once per document. If a day is missed, the next run sends only the latest step.
- While a document is In renewal, the reminders before expiry stop. If it expires before the renewal is completed, the overdue reminders still go out.
- Cancelled documents and documents without an expiry date get no reminders.
- On Monday mornings, members who can see documents also get a weekly summary of expired, due, in-renewal and missing documents, when there is something to report.
- To change a schedule, click the pencil on the policy, or Add policy for a new one.
- Set Days before expiry, Days after expiry, Keep reminding every and Escalate after.
- Tick the Recipients and the Channels (Email digest, In-app), then save.
- In Document types, choose which policy each type uses. Types without a policy use the default one.
Send me a test digest emails you a sample with the most urgent documents you can see, without affecting the real reminders. The Delivery log lists every email sent and its status. A failed email is retried on the next run, or straight away with Retry.
Each person can switch off their own emails: user menu › Account & security › Notifications, then Daily email digest, Weekly summary and In-app notifications.
For HR and administrators
7. Renew a document
Documents › open the document › Renew
Start renewal
- When to use it
- The renewal will take some time (typing centre, government portal). Choose an Assignee and a Target date. The document moves to In renewal. If you assign it to someone else, they are told by email and in the app.
Renew now
- When to use it
- You already have the new document. Record the new dates and the file in one step.
- When the new document is ready, open it and click Complete renewal (or Renew › Renew now).
- If you like, use Scan the renewed document: the AI fills in the new number, issuer and dates and attaches the scan. Check them.
- Check the New number (leave it empty if the number did not change), Issued by, Issue date and New expiry date. Moazaf suggests the new expiry date from the current one plus the usual validity of the type. It must be later than the current expiry date.
- Add the Renewal cost, the New file and any fee Receipts, then click Save renewal.
- The document gets a new version. The old dates and files stay under Renewal history, and the task shows as Completed under Renewal tasks.
- The status goes back to normal and reminders start again from the new expiry date.
- For an Emirates ID, passport, labour card or residence visa, the new number is also copied to the employee's profile. For a trade licence or establishment card, the company's details are updated.
- If someone else started the renewal, they get an in-app notification when it is completed.
- Plans changed? Use Edit renewal task or Cancel renewal in the ⋯ menu next to Edit.
Renewing a batch, for example all visas due this month? Tick them in the documents list and click Start renewal.
9. Common questions
Why don't I see Scan with AI?
- Answer
- Your plan does not include Document AI, this month's AI scans are used up, or your role cannot add documents. If you may add documents, use Add manually or Add document instead. If not, ask someone who can, such as HR.
Does the AI save anything by itself?
- Answer
- No. It only fills in the form for you to check. Nothing is saved until you click Save document, and Discard deletes what was read.
Who gets the reminder when nobody is responsible?
- Answer
- The document managers (for example the HR Manager or PRO). If there are none, the workspace Owners and Admins.
Why is a document amber when it expires in 80 days, while the tile says 30 days?
- Answer
- The tiles count fixed periods of 7 and 30 days. The amber badge follows your reminder policies and starts on their earliest reminder day: 90 days before expiry with the built-in policies.
Can an employee update their own document?
- Answer
- Employees see their documents in the Documents tab of the Moazaf app but cannot edit them. When your workspace allows it, they tap Scan a document, check the details and tap Send to HR. HR then updates the record.
Cancel or delete: what is the difference?
- Answer
- Cancel document keeps the document and its history on file but stops its reminders; Reactivate brings it back. Delete removes the document, its files and its renewal history for good.
I need help with something else.
- Answer
- Email support@moazaf.com and tell us which document you mean.
Still need help?
Email our support team. Tell us your company name and what you were trying to do.
support@moazaf.com