HR employee file: HR documents

Overview

As an organisation, HR compliance is the understanding that all your operations must comply with the relevant employment laws, rules and regulations. One way to to achieve this is via employee documentation and ensuring 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 Practice

The HR Documents feature allows you to store pre-existing HR documents and create and distribute new HR Documents via Employment Hero. Storing these files digitally ensures they can be located and accessed with ease and is not only important from a business risk perspective but also an employee happiness perspective.

Our HR experts recommend you upload pre-existing HR Documents into the relevant personnel files in Employment Hero, to ensure all historical and current documents can be easily located by both the business and employee at anytime.

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium

Getting started

Adding a 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 button.
    HR_Document_1.jpg
  6. Select the desired document and click the Continue button.

    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

Editing a HR Document

Helpful Hint

You can only edit a 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_Document_2.jpg
  6. Click the Edit Document Details button.
    HR_Document_3.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.
Printing a 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_Document_4.jpg
  6. Click the Print button.
    HR_Document_5.jpg
Deleting a 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_Document_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_Document_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 calender 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 on changes to their role.

Important

The variables available for an administrator to use depends on the variables assigned during the document creation process, undertaken via our template management feature. 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 depends 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.
    HR_Documents_8.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 Sign you 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
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