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Upload HR documents to an employee's file

Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Admin    

The 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 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:

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

Add and edit a document

Issue an HR document
  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.
  5. Find the Documents tab.
  6. Click the Add document button.
    Click on add document.png
  7. Click on Issue HR document.
    click on issue HR document
  8. Here you will see your list of Documents .
    select hr document
  9. Click on the 3 horizontal dots on the HR document you wish to issue.
    click on 3 horizontal dots on the hr doc you want to issue
  10. Click on Select.
    click on select
  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 Finalise 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.

    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.

  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.
Add a document to an employee's file

Important

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

  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.
  5. Find the Documents tab.
  6. Click the Add document button.
    Click on add document
  7. Click on Upload Document.
    Click on upload document
  8. Click on the box at the top saying Click or drag files here to upload.
    upload files pop up click here to upload
  9. Under Document Access, select 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.
      upload files pop up document access
  10. Click Save.
    upload files pop up click save
Edit an HR document

Helpful Hint

You can only edit an HR document if its status is Draft, otherwise you can issue a new document.

  1. Log into Employment Hero.
  2. Click the   People menu.
  3. Click the Employees List submenu.
  4. Select the employee whose document you need.
  5. Click the Documents tab.
  6. Click the document you need to edit.
  7. Click the Edit button.
    screenshot of the draft document, highlighting the edit button
  8. Make the required changes to the document.
  9. Click the Continue button.
    screenshot of the edited document, highlighting the continue button
  10. Toggle the Highlighted variables button to see the edits you have made.
    screenshot of the review document screen, highlighting the toggle button to highlight variables
  11. In the Finalise 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.

    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.

    screenshot of the finalise document section, highlighting the acknowledgement checkbox

  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.

Manage documents

Print an employee's HR document
  1. Log into Employment Hero.
  2. Click the   People menu.
  3. Click the Employees List submenu.
  4. Select the employee whose document you need.
  5. Click the Documents tab.
  6. Click the document you need to print.
  7. Click the Print button.
    screenshot of the document, highlighting the print button
Save the HR document as PDF
  1. Log into Employment Hero.
  2. Click the   People menu.
  3. Click the Employees List submenu.
  4. Select the employee whose document you need.
  5. Click the Documents tab.
  6. Click the document you need to save as PDF.
  7. Click the Print button.
    screenshot of the document, highlighting the print button
  8. In the Destination field, click the Save as PDF button.
  9. Click the Save button.
    screenshot of the print pop up, highlighting the save as PDF destination and the save button
Delete an HR document
  1. Log into Employment Hero.
  2. Click the   People menu.
  3. Click the Employees List submenu.
  4. Select the employee whose document you need.
  5. Click the Documents tab.
  6. Click the Delete button.
    Screenshot of Documents
 tab highlighting 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. 

    Screenshot of hr document delete confirmation screen

Further information

Editing Tools
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 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

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 this 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. Click the Sending Signatory drop-down.
  2. Select the user who needs to sign the document.
    screenshot of the edited document, highlighting the sending signatory dropdown button
  3. Complete the rest of the contract as normal.
  4. 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.
    screenshot of the document requires your signature email, highlighting the here link
  5. 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.
  6. They need to click the Sign and Accept button.
    screenshot of the document, highlighting the sign and accept button
Can I change an HR document's status

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.

Please note: Documents will only be visible to employees when the status is 'Waiting recipient signature' or 'Finalised'. Employees cannot view unfinished Documents in Swag.

How do I identify if it is an Employment Hero template or an uploaded document?

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

screenshot of the Documents
 screen, highlighting the source types

How often are automatic reminders for documents that have yet to be signed or acknowledged?

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 Documents , Policies, Induction Content, and Certifications.

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