When you upload a document — like an ID, a social security document, or a safety certificate — our platform automatically reads it, checks its details, and lets you know whether it's approved or needs a closer look. This article explains what happens behind the scenes, in plain terms, so you know what to expect at each step.
What happens when you upload a document
As soon as you upload a file, our system automatically:
Identifies the type of document (for example, an ID card, a Limosa declaration, or a safety certificate) — even if you're not sure which type it is yourself.
Reads the key details from the document, such as names, dates, and reference numbers.
Compares those details against the information already on file for the worker and/or the company involved.
Where relevant, checks the document against an official source — for example, verifying a diploma against the national diploma register, or a company safety certificate (VCA/SCC) against the Belgian or Dutch safety registries.
Most documents are checked within a few seconds. Documents that need an extra check against an external registry can take a little longer — up to around two minutes.
What the result means
Once the check is complete, your document ends up in one of two states:
Approved — everything checked out, so the document is accepted automatically. No action needed from you.
Pending review — something about the document couldn't be fully confirmed, so it's sent to one of our reviewers to check by hand.
"Pending review" doesn't necessarily mean something is wrong. It simply means one or more checks came back uncertain — for example, a name that didn't quite match, or a registry that didn't respond — and we'd rather have a person take a quick look than reject the document outright.
If your document needs review
When a document needs review, you'll see a short explanation of why, in plain language. From there you have two options:
Upload a different file, if you think you may have uploaded the wrong document.
Continue anyway — your submission moves forward, but stays pending manual review until someone confirms it. You'll see a message like: "We could not fully verify this document. You can continue, but your submission will stay pending manual review and will not grant access until it has been reviewed."
For ID documents specifically, if the system can't process your file at all, you may instead see: "We were not able to process your file. In case you think you uploaded the right file, you can click the continue button, but this will put your user in review and will not give you access without being reviewed first."
Tips for a smooth upload
Most review delays come down to a handful of avoidable issues. Before you upload, check that:
The file isn't password-protected (encrypted PDFs can't be read automatically).
The image is clear and well-lit — blurry photos are hard to verify.
You've included every page of the document.
For ID cards, both the front and back are uploaded.
The document is still valid and not expired.
The file actually opens and isn't corrupted or blank.
What's covered today
Automatic verification is currently live for:
Identification documents (ID cards, passports, driving licences, residence permits, and similar)
Social security documents (such as Dimona, Limosa, A1 forms, and proof of independence)
Company safety certificates (such as VCA/SCC), checked against the Belgian and Dutch safety registries
Personal safety certificates (for individual workers) are on our roadmap and will be added in a future update.
Keeping your documents secure
All documents are encrypted, both in transit and at rest, and are hosted within the EU on ISO 27001–certified infrastructure. Document images are automatically deleted after a set retention period; the information extracted from them is kept according to your organisation's access profile settings.
If you have questions about a specific document that's stuck in review, reach out to your platform admin or contact us — we're happy to help.