Falaah Falaah AI

HR Compliance Dashboard, Gap Reports and I-9

Monitor certification compliance across your organization, identify gaps, track expiring certifications, and keep every new hire's I-9 on time.

The HR Compliance Dashboard gives you a bird’s-eye view of certification compliance across your organization. Quickly identify who’s missing certifications, what’s expiring soon, and where to focus your compliance efforts.

Why Compliance Dashboards Matter

Without centralized compliance visibility:

  • Gaps go unnoticed - Missing certifications discovered during audits
  • Expirations sneak up - No warning until it’s too late
  • Departments in the dark - Managers don’t know their team’s status
  • Audit scrambles - Last-minute preparation for compliance audits
  • Risk exposure - Unqualified workers in roles requiring certification

Muin’s Compliance Dashboard eliminates these risks with real-time visibility and automated alerts.

When you would use this

  • You want one number for how compliant your workforce is right now.
  • An audit is coming and you need the list of gaps, by department, with dates.
  • A new hire started and you need their I-9 completed inside the legal window.
  • You want to know whether anyone’s right-to-work check is overdue.

Accessing the dashboard

The compliance screens live in the HR module’s People group:

Screen Where
HR Compliance overview Sidebar → HR → People → HR Compliance
Compliance Gap Report Linked from the HR Compliance overview
I-9 Compliance Sidebar → HR → People → I-9 Compliance
Compliance Filings Sidebar → HR → People → Compliance Filings

Compliance Dashboard Overview

Compliance Rate

The dashboard displays your organization’s overall compliance rate prominently:

Overall Compliance Rate

92%
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━░░░░

184 of 200 employees are fully compliant

How Compliance Rate is Calculated

An employee is considered compliant when they have valid (non-expired) certifications for ALL required certification types:

Certification Requirement Check
Globally required Every active employee must have it
Role-specific Employees in matching job roles must have it
Optional Not counted in compliance calculation

Formula:

Compliance Rate = (Compliant Employees / Total Active Employees) × 100

Quick Stats

The dashboard shows key metrics at a glance:

Metric Description
Total Employees Active employees being tracked
Compliant Employees with all required certifications valid
Non-Compliant Employees missing or with expired certifications
Expiring Soon Certifications expiring within 30 days

Compliance Gap Report

The Gap Report identifies exactly where compliance issues exist.

Gap Types

Muin tracks three types of compliance gaps:

Status Icon Description
Missing ❌ Required certification never obtained
Expired 🔴 Certification past expiration date
Expiring Soon 🟠 Certification expiring within 30 days

Viewing the Gap Report

  1. Navigate to HR → Compliance Gap Report
  2. View the list of all compliance gaps
  3. Use filters to narrow down results

Gap Details

Each gap entry shows:

  • Employee Name - Who has the gap
  • Department - Their department
  • Job Title - Their current role
  • Certification - The required certification
  • Status - Missing, expired, or expiring soon
  • Days Until Expiry - How long until expiration (or days past)

Example Gap Report

┌──────────────────────────────────────────────────────────────────┐
│ Compliance Gaps (16 total)                                       │
├──────────────────────────────────────────────────────────────────┤
│ Alice Eng01   | Engineering | Software Engineer                  │
│ Safety Training  | MISSING                                       │
├──────────────────────────────────────────────────────────────────┤
│ Bob Eng02     | Engineering | Senior Engineer                    │
│ Code of Conduct  | EXPIRED (15 days ago)                         │
├──────────────────────────────────────────────────────────────────┤
│ Carol War03   | Warehouse   | Warehouse Operator                 │
│ Forklift License | EXPIRING (7 days)                             │
└──────────────────────────────────────────────────────────────────┘

Filtering the Report

Filter by Department

Focus on a specific department’s compliance:

  1. Click the Department dropdown
  2. Select a department (e.g., “Engineering”, “Warehouse”)
  3. Report filters to show only that department’s gaps

Filter by Gap Status

Show only certain gap types:

  • All Gaps - Everything
  • Missing Only - Certifications never obtained
  • Expired Only - Past expiration date
  • Expiring Soon - Within warning threshold

Filter by Certification Type

Focus on a specific certification:

  1. Click Certification Type dropdown
  2. Select the certification (e.g., “OSHA 30”, “First Aid”)
  3. See all employees with gaps for that certification

Department Breakdown

See compliance status by department:

Department Summary

Department Employees Gaps Compliance
Engineering 15 3 80%
Warehouse 12 5 58%
Operations 10 2 80%
Sales 8 0 100%
HR 5 1 80%

Drill Down

Click any department to see:

  • List of non-compliant employees
  • Which certifications are missing/expired
  • Days until expiration for each

Certification Type Breakdown

See gaps grouped by certification:

Certification Summary

Certification Total Gaps Missing Expired Expiring
Safety Training 8 3 3 2
Code of Conduct 4 1 2 1
Forklift License 3 0 1 2
First Aid/CPR 1 0 0 1

Drill Down

Click any certification type to see:

  • All employees with gaps for that certification
  • Which departments are most affected
  • Expiration dates for each

Automated Expiration Notifications

Muin automatically sends notifications when certifications are expiring.

Notification Windows

Notifications are sent at configurable intervals:

Window Days Before Expiry Default Recipient
Early Warning 30 days Employee
Reminder 14 days Employee + Manager
Urgent 7 days Employee + Manager + HR
Expired 0 days (on expiry) Employee + Manager + HR

Notification Content

Each notification includes:

  • Employee name
  • Certification type
  • Current expiration date
  • Days until expiry (or days past)
  • Link to renewal instructions
  • Link to upload new certification

Manager Escalation

When employees don’t respond to notifications:

  1. 7 days before expiry - Manager receives escalation email
  2. Email includes:
    • List of team members with expiring certifications
    • Days until expiration for each
    • Actions the manager can take

Configuring Notifications

Administrators can customize notification settings:

  1. Navigate to Settings → HR → Certification Alerts
  2. Configure:
    • Notification windows (which days to send)
    • Recipients for each window
    • Email templates
    • Enable/disable specific alerts

Deduplication

Muin prevents notification spam:

  • Each notification window sends only once per certification
  • Employee won’t receive duplicate emails for the same expiration
  • Notification log tracks what was sent and when

Taking Action on Gaps

Creating Tasks

From the Gap Report, create follow-up tasks:

  1. Click on a gap entry
  2. Click Create Task
  3. Task is created and assigned to the employee
  4. Manager is notified

Bulk Actions

For multiple gaps:

  1. Select multiple gap entries
  2. Click Bulk Actions
  3. Choose action:
    • Create tasks for all
    • Send reminder to all
    • Export list

Via Chat

Ask Muin Chat to help:

You: "Show me employees with expiring certifications"

Muin: "Found 5 employees with certifications expiring in the next 30 days:
       [list of employees]

       [Create Tasks] [Send Reminders] [Export]"

Reporting

Export Gap Report

Export the gap report for offline analysis:

  1. Configure filters as needed
  2. Click Export button
  3. Choose format (CSV or PDF)
  4. Download the report

Scheduled Reports

Automate compliance reporting:

  1. Navigate to Settings → Reports → Scheduled
  2. Add new scheduled report
  3. Configure:
    • Report type: “Compliance Gap Report”
    • Frequency: Weekly, Monthly, etc.
    • Recipients: Email addresses
  4. Reports delivered automatically

Audit-Ready Reports

For compliance audits, generate comprehensive reports including:

  • All employees and their certification status
  • Historical compliance rates
  • Notification history
  • Remediation actions taken

Best Practices

Maintain High Compliance

  1. Set early warning alerts - 30 days minimum for complex renewals
  2. Review weekly - Check dashboard every Monday
  3. Assign ownership - Department managers responsible for their teams
  4. Track trends - Is compliance improving or declining?

Address Gaps Quickly

  1. Prioritize by risk - Safety certifications first
  2. Set deadlines - Tasks with due dates
  3. Escalate promptly - Don’t let gaps linger
  4. Verify renewals - Confirm new certs are uploaded

Prepare for Audits

  1. Run reports monthly - Document compliance history
  2. Keep evidence - All certificates uploaded and verified
  3. Maintain audit trail - Who verified, when
  4. Address findings - Fix issues before audits find them

I-9 Compliance

To open it: Sidebar → HR → People → I-9 Compliance.

Form I-9 verifies that a new hire is authorized to work. The legal window is short, so this screen exists to make the clock visible instead of leaving it in somebody’s calendar.

The screen

Four counts sit at the top: Pending, Overdue, Violations and E-Verify cases open.

Below them, four tabs hold the records:

Tab What is in it
Pending I-9s not yet complete and still inside the window
Overdue Past the due date and still incomplete
Violations Records that breached the requirement
Recent Completions Recently finished I-9s

Each row carries Employee, Hire Date, I-9 Due Date, Days Remaining and Status. Rows are color-toned by status so an overdue one reads as overdue at a glance. An empty tab says No records in this category. rather than appearing broken.

Complete an I-9

  1. Go to HR → People → I-9 Compliance.
  2. Work the Overdue tab first, then Pending by Days Remaining.
  3. Collect the employee’s documents. Employees supply their own I-9 section during onboarding, from their own portal, with the identifying fields encrypted.
  4. Press Mark Complete on the row once the verification is done.

Update Overdue Statuses re-evaluates every open record against today’s date and moves anything that has passed its due date into Overdue. Run it if the counts look stale.

E-Verify

E-Verify cases open counts the cases you have raised that are still awaiting a result. An open case is not a completed I-9, and the two counts are deliberately separate so a case nobody followed up cannot hide behind a completion.

What I-9 affects

  • An overdue I-9 appears on the attention list on the HR Overview.
  • The I-9 record is part of the employment compliance picture used by Compliance Filings.
  • Completing an I-9 closes the onboarding task that was waiting on it.

When I-9 goes wrong

“Failed to load I-9 compliance data.” The read failed and nothing changed. Press retry. Do not read zero counts after an error as a clean slate.

A new hire has no I-9 record. The record is created with the employment record and its hire date. Somebody added without a hire date has no due date to count from; set the hire date on the employee record.

Days Remaining looks wrong. It is computed from the I-9 Due Date, which is derived from the hire date. A corrected hire date changes the due date; run Update Overdue Statuses afterwards.

The Overdue count did not go down after you completed one. Press Update Overdue Statuses, which re-evaluates the open records.

Troubleshooting

Compliance Rate Seems Wrong

Issue: Rate doesn’t match your expectations

Check:

  1. Are all employees in the system and marked “active”?
  2. Are certification types marked correctly as “required”?
  3. Are role-specific requirements matching job titles?
  4. Have all certifications been uploaded and verified?

Missing Notifications

Issue: Expected notifications not received

Check:

  1. Is the employee’s email address correct?
  2. Are notification settings enabled?
  3. Check spam/junk folders
  4. Review notification log in Settings

Gaps Not Showing

Issue: Known gaps not appearing in report

Check:

  1. Is the certification type marked as “required”?
  2. Is the employee marked as “active”?
  3. Is the certification linked to the correct employee?
  4. Refresh the page or clear cache

Next Steps

Now that you understand the Compliance Dashboard: