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HR document management | HR Employee File

Jimmy
Updated

Use the HR Documents feature to select relevant documents, complete any required variable fields, and email it to the selected employee to accept and sign. This feature also has the Authorising Signatory feature, which allows your organisation to create a pre-filled signature that users can then select when completing a document.

Important

The user who signs the documents you send depends on the document type. The signatories able to sign each document are:

  • HR documents: Single signatory, i.e. only the manager.
  • Employee contracts: Dual signatories, i.e. employee and manager.
  • Other HR documents: Dual signatories, i.e. employee and manager.

HR Best Practise

The HR Documents feature allows you to store pre-existing HR documents and create and distribute new HR Documents via Employment Hero. When you store and store these files digitally, it makes locating them easy and is not only important from a business risk perspective but also an employee happiness perspective.

Upload historical or pre-existing HR Documents to the relevant employee personnel file that were not previously sent from the Employment Hero HR platform, in the Uploaded Documents folder.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Add an HR document

Important

Only Admins can add new templates to the HR Documents module, which they can do via the Template Management module.

  1. Click the   People menu.
  2. Click the Employee List submenu.
  3. Select the employee that needs a document added.
  4. Click the HR Documents tab.
  5. Click the Add New Document button.
    HR_Docs_1.jpg
  6. Select the desired document by clicking the Actions drop-down and then clicking the Select button, or click the Preview button to see what the document looks like.
  7. After making the required changes on the editing screen, click the Continue button.
  8. Toggle the Highlighted variables button to see the edits that have been made to the template. Screenshot_2023-03-29_140842.jpg
  9. Click the I have read and understood the disclaimer and accept the terms of use tick box.

    Important

    If the document needs signing by another user, use the Sending Signatory drop-down to select the other user. To read further details on this workflow, refer the following section.

    Screenshot_2023-03-27_140522.jpg
  10. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.

Daily activities

Print an HR Document
  1. Click the   People menu.
  2. Click the Employee List submenu.
  3. Select the employee that needs a document printed.
  4. Click the HR Documents tab.
  5. Click the document that needs printing.
    HR_Docs_3.jpg
  6. Click the Print button.
    HR_Docs_5.jpg
Save the HR Document as a PDF
  1. Click the   People menu.
  2. Click the Employee List submenu.
  3. Select the employee that needs a document printed.
  4. Click the HR Documents tab.
  5. Click the document that needs saving as a PDF.
    HR_Docs_3.jpg
  6. Click the Print button.
    HR_Docs_5.jpg
  7. In the Destination field select the Save as PDF option. Screenshot 2023-08-11 170214.jpg

Editing data

Edit an HR Document

Helpful Hint

You can only edit an HR document where the document status shows as a draft.

  1. Click the   People menu.
  2. Click the Employee List submenu.
  3. Select the employee that needs a document edited.
  4. Click the HR Documents tab.
  5. Click the document that needs editing.
    HR_Docs_3.jpg
  6. Click the Edit button.
    HR_Docs_4.jpg
  7. After making the required changes on the editing screen, click the Continue button.
  8. Click the I have read and understood the disclaimer and accept the terms of use tick box.

    Important

    If the document needs signing by another user, use the Sending Signatory drop-down to select the other user. To read further details on this workflow, refer the following section.

  9. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.

Removing data

Delete an HR Document
  1. Click the   People menu.
  2. Click the Employee List submenu.
  3. Select the employee that needs a document deleted.
  4. Click the HR Documents tab.
  5. Click the Delete button.
    HR_Docs_6.jpg
  6. On the confirmation screen, type in the document's name and click the Delete button.

    Important

    To delete a document, you need to type in the full document name including any dates, times, and/or punctuation marks displayed in the name., excluding the brackets.

    HR_Docs_7.jpg

Further information

Editing Tools
The HR Documents feature provides you with a wide variety of editing tools that allow you to send personalised documents to your employees. Our editing tools fall under two categories:
  • Variables engine.
  • Block groups.

Variables Engine
The Variables Engine allows you to personalise specific fields within the document, such as:

  • Auto-populating fields: This feature auto-fills details such as the employee's name, address, salary details, and business details such as company name and job title.
  • Date picker: This feature provides you with a calendar where you can select a date to add to the document.
  • Free text fields: This feature allows you to enter a string of text into the document, so this could be the extra duties an employee needs to do or a list of changes to their role.
  • The different colour of the variables helps you distinguish between auto-populated fields and those requiring edit/attention.
  • We include colour-coded cues for the variables. They are pink when they require editing and change to purple once acknowledged. 

Important

The Variables available for an administrator to use depend on what the creator assigned during the document creation process. For further information on how to manage variables using the template management feature, refer to the following article.

Block Groups

Blocks Groups allow you to customise what statement or clause appears within your document. It does this by providing you with a selection of text blocks, allowing you to choose the most appropriate one to include in the document. For example, within salary increase letter, you will need to select if the employee is on a pro rata, per annum or hourly rate; block groups allows you to select the text that best matches the change.  

Important

The Block Groups available for an administrator to use depend on the block groups assigned during the document creation process, undertaken via our template management feature. For further information on how to manage block groups using the template manage feature, refer to the following article.

Workflow: Authorising signatory

If the document needs signing by another user, i.e., your organisation would prefer managers to sign off on employee contracts rather than the CEO then you can use the Sending Signatory drop-down to select the desired document signer. If you select another user to sign a contract, the following workflow will occur:

  1. In the Sending Authority drop-down, select the required employee.
  2. Complete the rest of the contract as normal.
    Signatory.jpg
  3. The sending authority will receive an email, where they can click the Here button in the email to take them to the contract, the needs reviewing, and approval granted.
  4. The sending authority will sign the contract in the Signature field.

    Important

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  5. The sending authority will then click the Sign and Accept button.
    HR_Documents_10.jpg
How do i Identify if it is an Employment Hero template, or an uploaded document?

We have added a column when adding your HR documents to an employee file, which outlines whether the document is a default EH template, or if your organisation uploaded the document
hrdocs01.jpg

Author recommended

So you have now learnt more about how to manage your documentation and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

  • Document Reporting. If you need to remind employees to sign allocated HR documents and contracts, you can access this feature from the HR Documents report.
  • My assigned and uploaded documents. If your employees need to sign a new contract and/or view their assigned documents, they can do so through the My Documents feature.
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