1. Click the Account button.
2. Click the My Profile button.
3. Click the Documents button to display the Documents module.
4. Click the Uploaded documents tab.
5. Click the Upload Document button.
6. Click the button.
7. Select the file you need to upload.
8. Enter the following details:
   • Document Name.
   • Tags.
   • Admins only access.
     • Admins and others.
     • Admins only.
   • Reporting-line access.
     • This employee.
     • Direct managers.
     • Indirect managers.
   • Non-reporting line access
     • Non-payroll.
     • Payroll.
9. Click the Save button.
    

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Select the employee who needs a new HR document issued.
5. Click the Documents button.
6. Click the Add Document button.
7. Click the Issue HR Document button.
8. Here you will see your list of HR documents.
9. Click on the Three Dots button on the HR document you wish to issue.
10. Click the Select button
11. Make the required changes to the document.
12. Click the Continue button.
13. Toggle the Highlighted Variables button to see the edits you have made.
14. In the Finalize Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.

15. Put your signature in the Sign your signature field. To sign, you can: Use your mouse to draw your signature; or click the Upload 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.

16. Click the Upload Document button to add any supporting documentation. 
17. You now have three actions you can take:
    • Email the document to the employee:
      1. Click the Email button.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email document button.
    • Print a copy of the document:
      1. Click the Hard-copy button.
      2. Click the Print document button.
    • Save the document as a draft:
      1. Click the Save As Draft button.

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Select the employee who needs a new document uploaded.
5. Click the Documents button.
6. Click the Add Document button.
7. Click the Upload Document button.
8. Click or drag the desired file onto the upload tile.
9. Under Document Access, select one of the following:
   • Admins only access:  Admins and Others or Admins Only
   • Reporting line access: This employee, Direct managers or Indirect managers
   • Non-reporting line access:  payroll or non-payroll.
10. Click the Save button.
     

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Click the employee whose document you need to edit.
5. Click the Documents button.
6. Click the document you need to edit.
7. Click the Edit button.
8. Make the required changes to the document.
9. Click the Continue button.
10. Toggle the Highlighted Variables button to see the edits you have made.
11. In the Finalize Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.

12. Put your signature in the Sign your signature field. 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 their 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.

13. You now have three actions you can take:
    • Email the document to the employee:
      1. Click the Email button.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email document button.
    • Print a copy of the document:
      1. Click the Hard copy button.
      2. Click the Print document button.
    • Save the document as a draft:
      1. Click the Save As Draft button.

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Select the employee whose document you need to print.
5. Click the Documents button.
6. Click the document you need to print.
7. Click the Print button.
    

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Select the employee whose document you need to save a PDF.
5. Click the Documents button.
6. Click the document you need to save as PDF.
7. Click the Print button.
8. In the Destination field, click the Save as PDF button.
9. Click the Save button.
    

1. Log into Employment Hero.
2. Click the People menu.
3. Click the Employees List submenu.
4. Select the employee whose document you need to delere.
5. Click the Documents button.
6. Click the Delete button.
7. Enter the document name in the Document name field.

8. Click the Delete button.

   Important

   To delete a document, you need to type in the full document name written in bold inside the parentheses. 

The 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 personalize 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. 

Block Groups

Blocks Groups allow you to customize 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 a salary increase letter, you will need to select if the employee is on a pro-rata, per annum or hourly rate; block groups allow you to select the text that best matches the change.  

If the document needs signing by another user, i.e., your organization 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. Click the Sending Signatory drop-down.
2. Select the user who needs to sign the document.
3. Complete the rest of the contract as normal.
4. The sending signatory will receive an email, where they can click the link in the email to go to the contract they need to review and sign.
5. They need to sign the contract in the Sign your signature field. 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.
6. They need to click the Sign and Accept button.
    

You cannot change the status of a 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. Documents will only be visible to employees when the status is 'Waiting recipient signature' or 'Finalized'. Employees cannot view unfinished documents in Swag.

 

The Source column will say EH Template if it is an Employment Hero template. If your organization uploaded the document, My Template will appear.

Provided that the Outstanding Compliance emails are enabled through Settings - Email Settings, the platform will generate weekly reminders to employees who have outstanding compliance items such as Documents, Policies, Induction Content, and Certifications.