HR employee file: HR documents

Overview

As an organisation, HR compliance is the understanding that all your operations must follow the relevant employment laws, rules, and regulations. One way to achieve this is via employee documentation. This documentation makes sure, your employees know what their contractual obligations are, what notice period they need to provide, and the employment stage they are at currently.

You can use the HR Documents feature to select the relevant document, complete any required variables, and then email it onto the chosen employee to accept and sign. This feature also ties in with the Authorising Signatory feature, which allows your organisation to create a pre-filled signature that users can then select when completing a document.

If you need to remind employees to sign allocated HR documents and contracts, you can access this feature from the HR Documents report. To read further details on how to send a reminder, refer to this article.

If your employees need to sign a new contract and/or view their assigned documents, they can do so through the My Documents feature. To read further details on how your employees can access this feature refer to the following 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.

HR Best Practise

The HR Documents feature allows you to store pre-existing HR documents and create and distribute new HR Documents via Employment Hero. When you store and store these files digitally, it makes locating them easy and is not only important from a business risk perspective but also an employee happiness perspective.

Our HR experts recommend you upload historical or pre-existing HR Documents into the relevant personnel files that were not sent through Employment Hero in the Uploaded Documents folder. Making sure you can easily locate all historical and current documents at anytime.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

It is highly beneficial to your organisation to have all your documentation organised in this way but you must make sure you follow best practise at all times.

Add an HR document
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a document added.
  4. Click the HR Documents tab.
  5. Click the Add New Document button.
    HR_Docs_1.jpg
  6. Select the desired document. 

    Helpful Hint

    You can click the Preview button to view what each document looks like. On the preview screen you can click the Cancel button to return to the selection screen or the Continue button, which will select the document and send you through to the editing screen.

  7. After making the required changes on the editing screen, click the Continue button.
  8. Click the I have read and understood the disclaimer and accept the terms of use tick box.

    Important

    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. To read further details on this workflow, refer the following section.

  9. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.

Maintain

When editing a document, secondary and indirect managers are unable to comment on certain processes, only primary ones.

Edit an HR Document

Helpful Hint

You can only edit an HR document where the document status shows as a draft.

  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a document edited.
  4. Click the HR Documents tab.
  5. Click the document that needs editing.
    HR_Docs_3.jpg
  6. Click the Edit button.
    HR_Docs_4.jpg
  7. After making the required changes on the editing screen, click the Continue button.
  8. Click the I have read and understood the disclaimer and accept the terms of use tick box.

    Important

    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. For further details on this workflow, refer the following section.

  9. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.
Print an HR Document
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a document printed.
  4. Click the HR Documents tab.
  5. Click the document that needs printing.
    HR_Docs_3.jpg
  6. Click the Print button.
    HR_Docs_5.jpg
Delete an HR Document
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a document deleted.
  4. Click the HR Documents tab.
  5. Click the Delete button.
    HR_Docs_6.jpg
  6. On the confirmation screen, type in the document's name and click the Delete button.

    Important

    Employment Hero shows the full document name in bold within the two brackets. However, the document name does not include the two outer brackets. To delete a document, you need to type in the full document name including any dates, times, and/or punctuation marks displayed in the name.

    HR_Docs_7.jpg

Further information

Editing tools: Variables engine

We built the HR documents feature from the ground up to provide 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.

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.

Editing tools: Block groups

We built the HR documents feature from the ground up to provide 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.

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. In the Sending Authority drop-down, select the required employee.
  2. Complete the rest of the contract as normal.
    Signatory.jpg
  3. The sending authority will receive an email, where they can click the Here button to take them to the contract, the needs reviewing, and approval granted.HR_Documents_9.jpg
  4. The sending authority will sign the contract in the Signature field.

    Important

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  5. The sending authority will then click the Sign and Accept button.
    HR_Documents_10.jpg

Author recommended

So you have now learnt more about how to manage your documentation and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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