How to upload and store Documents

With HRSimplified it is possible to upload and share documents in multiple ways.

There are 4 types of Documents that one can classify. 

• Private Documents that needs to be stored in the Employee Record related to that Employee
• Employee Contracts that are related to a Specific Employee
• Shared Company Documents that are available to all Employees in the system for Download
• HR Notes like Warning letters and general documents. 

Private Documents and Employee Contracts:

All documents belonging to a Employee can be uploaded to their Document store on their Employee Record.

Navigate to HR Administration -> All Employees, search for the employee in question, select the Action Menu and Edit.

This will open the Employee record, select the Documents tab to see the Employees personal Documents that s stored on the system.

There are two sub tabs located on the Document tab screen, the first tab is for uploading and storing Contracts and the second is the Other Documents. Any documents uploaded here are related to this specific Employee.

Shared Company Documents:

All companies have the need to share general documents with its staff. This could be to allow staff access to things like HR or Company Policies, it could also include documents that Employees need to complete their day to day work.

Examples of this might be HR Policies, Forms that need to be summited, News letters, etc.

HRSimplified allows the company to upload these documents and it ill then allow Employees to log into the system and download the documents they need.

To upload the document navigate to Company menu -> Organisation Shared Documents 

Add all the documents you want via the Create Organisation Shared Document and upload the document

HR Notes:

In the world of Paper HR there are letters or other types of "Notes" issued to Employees, or placed in their Employee file.

With HRSimplified the Notes are created by the HR Admin or Executive user, or by the Manager, on the Employee record.

Both the methods are done under the HR Administration -> All Employees menu. 

For the Manager user it is achieved by selecting the Action Menu -> Notes, this will load the Notes section for that Employee.

For the HR Executive or Admin user it is achieved by selection the Action Menu -> Edit, this will load the Employee record, once the Employee Record is loaded navigate to the Employee Notes tab to create or manage the HR Notes. 

Note: When a HR Note is issued a Signature can be requested of the Employee, the HRSimplified system will allow the user to log in and sign the document digitally and the note will be stored on the system.