How do I manage my organisation's HR documents via the HR platform?

Available for the following HR plans: 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 email them to a selected employee to accept and sign. This in turn makes use of the Authorising Signatory feature, which allows your organisation to create a pre-filled signature that users can then select when completing a document. You can upload historical or pre-existing HR Documents for an employee via the Uploaded Documents feature in the Employee File module.

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

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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 Employees List submenu.
  3. Select the employee who needs a new document.
  4. Click the HR documents tab.
  5. Click the Add new document button.
    screenshot of the hr documents tab for an employee, highlighting the add new document button
  6. 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.

  7. Click the Select button.
    screenshot of the H R documents screen, highlighting the actions and select buttons for one document
  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.
    screenshot of the finalise document section, highlighting the acknowledgement checkbox

    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.

Daily activities

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

Editing data

Edit an HR document

Helpful Hint

You can only edit an HR document if its status is Draft.

  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose document you need.
  4. Click the HR documents tab.
  5. Click the document you need to edit.
  6. Click the Edit button.
    screenshot of the draft document, highlighting the edit button
  7. Make the required changes to the document.
  8. Click the Continue button.
    screenshot of the edited document, highlighting the continue button
  9. 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
  10. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
  11. 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.
    screenshot of the finalise document section, highlighting the acknowledgement checkbox

    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.

  12. 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.
Changing 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.

Removing data

Delete an HR document
  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose document you need.
  4. Click the HR documents tab.
  5. Click the Delete button.
    screenshot of the hr documents tab for an employee, highlighting the delete button for a document
  6. Enter the document's name in the Document name field.
  7. Click the Delete button.
    screenshot of the delete HR document pop up, highlighting the document name field and delete button

    Important

    To delete a document, you need to type in the full document name written in bold inside the parentheses. In the image above, SG Full Time Employment Agreement is the correct name.

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. 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
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 HR documents screen, highlighting the source types

Explore related content

  • 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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