Document Management

Centralised digital filing system built directly into your payroll platform

What is Employee Document Management?

Our Employee Document Management module is a secure, centralised digital filing system built directly into your payroll platform. It is designed to solve the challenges of managing records for a field-based workforce.

We understand that for Payroll Administrators, managing physical employee documents can be chaotic, inefficient, and create significant compliance risks. This feature was built to solve key pain points we observed from our customers, including:

• High Administrative Overhead: The process of scanning, filing, and retrieving physical documents is time-consuming.

• Compliance Risk: Manually tracking expiry dates for contracts, medicals, or training certificates in spreadsheets or calendars often fails, leading to compliance breaches when documents expire without notice.

• Lack of Centralisation: Documents are often scattered across physical filing cabinets, online drives, and email, making it a stressful nightmare to prepare for an audit or get a complete view of an employee's file.

Our goal is to replace these scattered, manual systems with a single, secure source of truth, giving you control, visibility, and peace of mind.

Current Capabilities

Here is what you can do with the first version of Employee Document Management:

• Secure Employee Vault: A secure vault section is available on each employee's profile where you can upload employee-specific documents.

• Categories and Tags: Each document can be assigned one category and multiple tags. This makes it easier to organise, filter, and find relevant information when looking up historic documents.

• Expiry Dates and Renewal Notifications: When uploading a document, you can set an expiry date. You can also set a reminder to be notified before the document expires. Currently, these notifications are displayed as health checks on your pay runs.

• Attach Multiple Files to a Document: A single document record (like a contract or warning) can have multiple physical files attached to it. This allows you to group related files (e.g., an original contract and all its addendums) for better organisation. You can also easily download all attachments at once.