Documents and Iqamas
العربية AR

Documents and Iqamas

An Excel workbook for your staff's IDs, Iqamas, passports, licences and insurance, and your business's commercial registrations. It lists what expires soon and what has expired, and keeps every renewal.

Coming soon
Format
One .xlsx file, no macros
Capacity
1,000 documents, 500 entities and people
Dates
Expiry in Gregorian, or Hijri as printed
Copies
Empty, Large (twice the capacity), and a demo with sample data
Checks
2,345 values checked automatically in the demo
documents-en-demo.xlsx As of 16 Oct 2026

As of 16 Oct 2026

Documents90
Expiring within 30 days11
Expiring within 60 days21
Expiring within 90 days28
Expired5
Escalations7
Upcoming renewal cost14,900.00
DocumentEntityTypeNumberEffective expiryDaysStatusLast renewal
DC-0071سانجاي شارماDriving licence****049720 Aug 2026-57ExpiredCancelled
DC-0069محمد الأردنيDriving licence****048330 Sep 2026-16Expired — renewal in progressIn progress
DC-0051أحمد المصريWork permit****035716 Oct 20260Urgent—
DC-0078ماريا سانتوسMedical insurance****054626 Oct 202610Urgent — renewal in progressSubmitted
DC-0033مرافق تجريبي 2Iqama / residence permit****023109 Nov 202624Urgent—
DC-0001أحمد المصريIqama / residence permit****000728 Nov 202643Warning — renewal in progressRequested
DC-0053محمد الأردنيWork permit****037114 Jan 202790Warning—
Sample data from the demo copy, calculated on its report date, 16 Oct 2026. Negative days mean the document expired that many days ago, and numbers are masked to their last four characters. Some columns and indicators are left out here. The English file keeps the sample's Arabic names.

What it does

  • An alert window per type

    Warning, then urgent, then escalation: 90, 30 and 14 days for Iqama, national ID, work permit and CR; 180, 60 and 30 for passports; 60, 30 and 14 for driving licences, istimara and insurance. All editable.

    Document types

  • A clear status per document

    Expired, urgent, warning or valid, each with “renewal in progress” once a renewal is open. Zero days means it expires today.

    Expiring and expired

  • Renewals keep the history

    Each renewal is its own row. The effective expiry is the latest completed renewal, and the original expiry stays visible.

    Renewals, Renewal tracker

  • Escalation before it is late

    A document with no open renewal that reaches its escalation days is flagged, and the count shows on the dashboard with the escalation contact.

    Dashboard

  • Staff and dependants' Iqamas

    A dependant links to the sponsoring employee, and the Iqama report shows each expiry in Gregorian and Hijri, soonest first.

    Iqama report

  • Masked numbers

    Reports show only the last four characters of each number, which is the default setting.

    Settings

Inside the file

19 visible sheets: reports, data entry sheets and protected calculation sheets. These are the main ones.

  1. DashboardExpiring within 30, 60 and 90 days, escalations and renewal cost
  2. Expiring and expiredExpiring within 90 days or expired, soonest first
  3. Iqama reportIqamas of employees and dependants
  4. Renewal trackerOpen renewals, oldest first
  5. Status summaryDocument counts by department, type and status
  6. Entity fileOne entity with its documents and renewals
  7. EntitiesEmployees, dependants, the business, vehicles and branches
  8. Document typesTypes and their alert windows
  9. DocumentsEach document's number and expiry
  10. RenewalsEach renewal in its own row
  11. Data qualityA count for each data entry issue

Before you buy

Alert windows
Editable operating defaults, not legal requirements.
Hijri
1436 to 1468 H (2015 to 2045). Dates outside that range show as out of range.
Attachments
You type a file path or ID; no file is embedded.
Links
An employee links to the HR workbook by an ID you type, not a live link.
Software
Calculations are verified in Excel for Windows (Microsoft 365) and in LibreOffice. Not tested on Excel 2021 or 2024, Mac, Excel for the web or mobile; Excel 2016 and older are not supported.
Language
An Arabic file and an English file, with the same formulas.
Report date
The file never reads today's date. Every status and day count comes from the report date on the Settings sheet, so update it each time you open the file.
Reminders
The file sends nothing and cannot alert you while it is closed.
Capacity
Printed at the top of each data entry sheet. If one fills up, move your rows to the Large edition, which opens more slowly.
Protection
It stops typing over formulas; it does not encrypt the file.
Privacy
No internet, subscription or account. Your data stays on your device and never reaches us.
Support
30 days from purchase, for a file that will not open or a calculation that contradicts the guide. Not data entry, customisation or updates.
Licence
One business.