Documents and Contracts

Everything under Communications & Content → Documents & Contracts, plus the Media Library.

Two things live here that are easy to confuse. A document is something issued to or held about an employee — a policy, a certificate, a passport copy. A contract is the agreement governing their employment. They have separate screens because they have separate lifecycles.

HR Documents

Documents & Contracts → HR Documents

Documents issued to staff — handbooks, policies, notices, forms.

Each has a title, a category, a description, and the file itself. Documents can be targeted at particular departments or branches rather than everybody.

Categorise on upload, not later

An uncategorised document is findable only by whoever remembers its name.

The category takes two seconds on upload and is what makes “show me every health and safety policy” work a year from now.

Acknowledgments

Documents & Contracts → Acknowledgments

The record of who has confirmed they read what. When a document requires acknowledgment, employees are asked to confirm, and each confirmation is recorded with its date.

This screen is the evidence, not the document

For a policy that matters — a code of conduct, a safety procedure — the useful artefact is not the document. It is the dated list of people who confirmed they read it.

That is what this screen holds, and it is the thing you will be asked for. Check it for gaps rather than assuming silence means everybody read it.

Document Categories

Documents & Contracts → Document Categories

The groupings documents fall into — Policies, Forms, Certificates, Handbooks.

Distinct from Document Types, which classifies documents held about an employee. Categories organise documents issued to employees.

Document Templates

Documents & Contracts → Document Templates

Reusable wording for documents that are generated repeatedly, with placeholders — the employee’s name, their designation, dates — filled in when the document is produced.

Related templates for specific letters live in Settings: NOC, Joining Letter and Experience Certificate each have their own section there. See Settings.

Employee Contracts

Documents & Contracts → Employee Contracts

The employment agreements themselves: which employee, which type, the start and end dates, the value, and the status.

Fixed-term contracts expire quietly

A contract with an end date will reach it whether or not anybody is watching. Nothing stops the employee working, and no alarm sounds.

Filter this list by end date on a schedule — monthly is sensible — and deal with what is approaching. This is the single most common way an HR system quietly lets an organization down.

Contract Types

Documents & Contracts → Contract Types

The kinds of agreement you issue — Permanent, Fixed Term, Probationary, Consultancy, Internship.

Contract Templates

Documents & Contracts → Contract Templates

The standard wording for each contract type, with placeholders filled in when a contract is created.

Have these checked by somebody qualified

Contract templates produce documents that bind your organization legally.

Whoever is responsible for employment terms should review this wording before it is used, and again whenever employment law changes. This manual cannot tell you whether your contracts are sound.

Media Library

Communications & Content → Media Library

Every file uploaded into the system in one place — images, documents, attachments. Useful for finding a file when you know it was uploaded but not where it was attached.

Deleting from here can break things elsewhere

A file in the library may be in use — attached to a document, a contract, an employee record or a page.

Deleting it here removes the underlying file, and whatever pointed at it will break. Delete only files you are certain nothing uses.

Common questions

An employee cannot see a document. Check its audience — it may be targeted at particular departments or branches. Also check the employee’s record is active and in the department you assume.

How do I know everyone read the new policy? Acknowledgments, filtered to that document. Missing names are people who have not confirmed.

A contract needs changing. Whether you amend the existing contract or issue a new one is a policy question, not a system one. The system permits both. Your own procedure, and often employment law, decides which is right.

Where do employees see all this? See Your Documents.

Can I bulk upload? There is no general bulk import for employee documents. Files are attached per record.