HR compliance reporting: HR documents

Overview

As an organisation, you would have a range of documents assigned to your employees, such as employee contracts right through to end of probation letters. These documents would go through various stages, such as drafting, signing by the employee and finalization, so having a central place you can manage this process will reduce your administration spent on this task.

The HR Documents Reporting feature allows you to create a report that you can use to analyse the stage the HR documents are at within your organisation and see who needs reminding to sign a document. You can also use this feature to download a CSV file of the data, enabling you to load the report into a CSV supported program like Microsoft Excel.

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

The below premises will walk you through how to create a HR documents report and remind an employee to sign an overdue document

Create a HR documents report
  1. Click the   Reports menu.
  2. Click the Compliance submenu.

    Helpful Hint

    You will now see an overview page that displays the five different areas of compliance reporting.

  3. Click on the HR Documents graph.
    HR_1.jpg
  4. Click the Seach/Filter drop-down.
  5. Chose from the following filters:
    • Show pending employees/contractors.
    • Show terminated employees/contractors.
    • Filter by document name.
    • Employee/contractor.
    • Document status
  6. Click the Filter button.
    HR_2.jpg
Remind an employee to sign a document
  1. Click the   Reports menu.
  2. Click the Compliance submenu.

    Helpful Hint

    You will now see an overview page that displays the five different areas of compliance reporting.

  3. Click on the HR Documents graph.
    HR_1.jpg
  4. Select Waiting for Recipient Signature from the Document Status drop-down.
  5. Click the Seach/Filter drop-down.
  6. Chose from the following filters:
    • Show pending employees/contractors.
    • Show terminated employees/contractors.
    • Filter by document name.
    • Employee/contractor.
  7. Click the Filter button.
  8. Click the Remind button.
    HR_3.jpg

Maintain

The below premises will walk you through how to download a HR documents report and view an employee's document

View a HR document
  1. Click the   Reports menu.
  2. Click the Compliance submenu.

    Helpful Hint

    You will now see an overview page that displays the three different areas of compliance reporting.

  3. Click on the HR Documents graph.
    HR_1.jpg
  4. Click the Seach/Filter drop-down.
  5. Chose from the following filters:
    • Show pending employees/contractors.
    • Show terminated employees/contractors.
    • Filter by document name.
    • Employee/contractor.
    • Document status.
  6. Click the Filter button.
  7. Click the View button.
    HR_4.jpg
Download your HR documents report
  1. Click the   Reports menu.
  2. Click the Compliance submenu.

    Helpful Hint

    You will now see an overview page that displays the three different areas of compliance reporting.

  3. Click on the HR Documents graph.
    HR_1.jpg
  4. Click the Seach/Filter drop-down.
  5. Chose from the following filters:
    • Show pending employees/contractors.
    • Show terminated employees/contractors.
    • Filter by document name.
    • Employee/contractor.
    • Document status
  6. Click the Filter button.
  7. Click the Download CSV button.
    HR_5.jpg

Author recommended

So you have now run a policy and induction compliance report and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

  • HR Employee File: HR Documents This feature allows to select the relevant document, complete any required variables, and then email it onto the chosen employee to accept and sign.
  • HR Mobile App Employee File: HR Documents You can use the HR Documents mobile app feature to view information on your assigned HR documents, such as your employee contract, probation extension and temporary assignment notices.
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