Employee documents are documents which are related to one employee and are not for general access – for example, an employee contract or a warning letter. Like with company documents, you can put documents into folders but, with employee documents, you create a common folder structure for all employees so you could have one for contracts, one for payslips and so on.
With employee documents, you have the option to also choose at a document by document level if the employee can view the document – if you set the document to Private then it is still attached to the Employee file but is only visible by the manager and HR. For example, you might want the employee to see their contract of employment but not see their reference request letter but, as their manager or HR, you need to access both and this allows you to do just that.
Additionally, we also have the ability to create definitions called Mandatory documents. Mandatory documents are categories of employee documents where you wish to track (a) the existence oft he document but also (b) the expiry date and get sent a reminder that the document is due to expire. This can be used for anything including CRB checks, I-9 Employment Eligibility Verification, passports, visas, work permits, qualifications and more.
Of course, as a manager or HR, you can upload these documents for the employee but you can also allow the employee to upload their own documents – this is especially useful for things like passports for example where the employee needs to provide an updated copy of the document. In this case, the employee uploads the document and their manager gets an email asking them to login and process the document ensuring that the document is correct, valid and so on.
As well as allowing you to store documents we also allow you to create documents for common tasks like employee contracts, letters of offer and so on.
Using templates you have access to over 75 employee fields and over 25 candidate fields which you can then use to create your own bespoke document templates. The template contains all the text you want to include and you then use placeholders where you want the employee information to go – for example, Dear [c_fname], would display Dear Bob for a candidate called Bob.
Once you have created a document from a template you can these opt to either download the document, store it in the employee or you can do both from within the workflow.