Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin
The HR Documents feature allows you to select relevant documents, complete any required variable fields, and then issue them to employees to accept and sign. This uses the Authorising Signatory feature. It lets your organisation create a pre-filled signature that users can choose when they finish a document.
You can upload historical or pre-existing HR Documents for an employee via the Uploaded Documents feature in the Employee File module. Before issuing a document, you must either upload a document or add a document using the document editor, so it can be issued.
If you want to add a non-HR document to an employee's file, such as meeting briefs or project scoping notes, see this article.
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.
Interactive learning
Add and edit a document
Important
Only Admins can add new templates to the HR Documents module, which they can do via the Template Management module.
- Click the People menu.
- Click the Employees List submenu.
- Select the employee who needs a new document.
- Click the HR documents tab.
- Click the Add new document button.
- Click the Actions dropdown button for the document template you need.
Helpful Hint
Click the Preview button after clicking the Actions dropdown button to see a preview of the document template before selecting it.
- Click the Select button.
- Make the required changes to the document.
- Click the Continue button.
- Toggle the Highlighted Variables button to see the edits you have made.
- In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
- Put your signature in the Sign your signature field.
Helpful Hint
To sign, you can:- Use your mouse to draw your signature; or
- Click the button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
Important
If the document has to be signed by a different person, use the Sending signatory drop-down to select their name. To read more about this workflow, please go to the Workflow: Authorising signatory tab in the Further information section near the bottom of this article.
- Click the Upload Document to add any supporting documentation.
- You now have three actions you can take:
- Email the document to the employee:
- Click the Email button.
- Review the email message you are sending to the employee.
- Click the Email Email document button.
- Print a copy of the document:
- Click the Hard copy button.
- Click the Print document button.
- Save the document as a draft:
- Click the Save As Draft button.
- Email the document to the employee:
Helpful Hint
You can only edit an HR document if its status is Draft, otherwise you can issue a new document.
- Click the People menu.
- Click the Employees List submenu.
- Select the employee whose document you need.
- Click the HR documents tab.
- Click the document you need to edit.
- Click the Edit button.
- Make the required changes to the document.
- Click the Continue button.
- Toggle the Highlighted variables button to see the edits you have made.
- In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
- Put your signature in the Sign your signature field.
Helpful Hint
To sign, you can:- Use your mouse to draw your signature; or
- Click the button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
Important
If the document has to be signed by a different person, use the Sending signatory drop-down to select their name. To read more about this workflow, please go to the Workflow: Authorising signatory tab in the Further information section near the bottom of this article.
- You now have three actions you can take:
- Email the document to the employee:
- Click the Email button.
- Review the email message you are sending to the employee.
- Click the Email Email document button.
- Print a copy of the document:
- Click the Hard copy button.
- Click the Print document button.
- Save the document as a draft:
- Click the Save As Draft button.
- Email the document to the employee:
Manage documents
- Click the People menu.
- Click the Employees List submenu.
- Select the employee whose document you need.
- Click the HR documents tab.
- Click the Delete button.
- Enter the document name in the Document name field.
- Click the Delete button.
Important
To delete a document, you need to type in the full document name written in bold inside the parentheses.
Further information
- 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 this article
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 this article
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:
- Click the Sending Signatory drop-down.
- Select the user who needs to sign the document.
- Complete the rest of the contract as normal.
- The sending signatory will receive an email, where they can click the here link in the email to go to the contract they need to review and sign.
- They need to sign the contract in the Sign your signature field.
Helpful Hint
To sign, they can:- Use their mouse to draw their signature; or
- Click the button to upload a photo of their signature. The recommended size for their upload is 300 x 100 pixels.
- They need to click the Sign and Accept button.
You cannot change the status of an HR document for an employee. You can either delete the document if it is not required (this will leave no record of the document being issued) or ask the employees to sign any outstanding documents.
Provided that the Outstanding Compliance emails are enabled through Settings - Email Settings, the platform will generate weekly reminders to employees that have outstanding compliance items such as HR Documents, Policies, Induction Content, and Certifications.
Explore related content
- Remind employees to sign documents If you need to remind employees to sign allocated HR documents and contracts, you can access this feature from the HR Documents report.
- Access 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.
Comments
The help topic indicates the information shows how to issue an HR document. However, the interactive learning does not include this information in the written material. Not everyone wants to watch a video. Please update the interactive learning.
Hi Claire Howells - thanks for your comment and for bringing our attention to this. I have added this to our team's backlog of tasks and we will update the interactive learning as soon as possible. Thanks.
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