"How do I send an employee a new HR document?" by Hero Academy training

What are HR documents?

As an employer, you are likely to have a range of documents assigned to your employees such as employee contracts, confirmation of promotion letters, etc. These documents will move through various stages between when they are created and when they are finalised-- drafting, sending and signing by the employer, receiving and signing by the employee. Managing HR documents using the "HR Documents" tab in an employee's files offers you an easy and intuitive way to can manage this process.

 

WATCH: The training video

 

READ: Step-by-step articles

  1. Issue a HR document to an employee.
  2. Uploading a document to an employee file.
  3. Reporting on HR documents.

 

FAQs

What is an HR Document?

Employment Hero has three types of HR Documents:

  • Employee Contracts: Allows you to assign an employee a new employment contract, customise it using the in-built editing tools and then send it through to the employee to sign an acknowledgement.
  • HR Documents: Allows you to assign an employee a letter such as an end of probation notice, customise it using the in-built editing tools and then send it through to the employee to read.
  • Other HR Documents: Allows you to assign an employee a letter such as a change of term's notice, customise it using the in-built editing tools and then send it through to the employee to sign and acknowledgement.

To send a HR document you must first create these within the Template Editor feature. Once you create the needed documents, you can then assign them via employee onboarding or via their employee file. Once you have done this, you can then track recipient signature compliance under Compliance Reports.

Can both an employee and an employer sign these HR documents?

The answer is it depends on the document type you have selected:

  • Employment Contracts: Requires both a sender and a recipient signature.
  • Other HR Documents: Requires both a sender and a recipient signature.
  • HR Documents: Requires only the sender signature.

What is an Uploaded Document?

An Uploaded Document on the platform is usually an existing record you already have (usually in the form of a PDF) that you wish to attach to an employee's file. For example, if your employee has already signed a letter outside of the platform, you can attach that to the employee’s file via Uploaded Documents. This is a good way to upload legacy documents you might have sitting in filing cabinets that you now want to store electronically, but you don’t need to source an electronic signature as you already have this data.

What is an Authorising Signatory?

You can elect one authorising signatory per HR platform. This person can store their signature on the platform, and grant other users the ability to use it when sending documents. However, you do not have to set up an authorising signatory. An admin can sign documents for their organisation, or the admin can send documents to another signee for approval when sending each HR document.

Did you know...

We know that an employment contract is the most important document during employee onboarding, and we understand how important it is to have these contracts signed promptly, so your new hires can get started as soon as possible. You can use the HR Documents report within the compliance reporting module to track whether your new hires have signed their contracts.

 

Communicating HR documents to your staff

We have also added a handy "Remind" button into this report, so you can easily trigger a reminder email to employees when needed. If you haven’t already, we suggest reviewing the report to ensure your documents are in order.

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