Getting Started

Step-by-step walkthrough for using the Employee Document Management features

This guide provides a step-by-step walkthrough for using the new Employee Document Management features. We will cover how to upload and categorise an employee contract, a warning, and a medical certificate.

How to Upload Documents

Follow these steps to upload a new document to an employee's vault.

Navigate to Payroll > Employees and select the employee.

1. In the employee's profile navigation, click the new "Vault" tab.

2. This will present you with an empty screen to upload a document. Either drag and drop your file(s) onto the upload area, or click "Upload A Document" to select them from your computer.

   • You can upload multiple files at a time.

3. The upload process will now start and give you visual feedback on the progress. If anything goes wrong, you will be notified. Ensure you have sufficient internet bandwidth to upload documents.

4. After uploading, you will see the new document in the table view with a Draft status. This means it is successfully uploaded but not yet categorised or tagged.

Documents will always be uploaded in a draft state. To categorise the new document, proceed to the examples below.

Manage Attachments and Rename Documents

You can add more files to an existing document, or rename the document record, at any time. 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.

To Upload Additional Attachments:

Sometimes you need to add files later, such as a contract addendum.

1. Find the document in the vault list and click the overflow menu (three dots).

2. Select "View Detail".

3. In the Attachments section, you will see the list of files already attached to this document.

4. Click the "Upload" button in this panel and select your additional files. This will add them to the same document record.

5. From here you will also be able to download or delete any attachments for this document.

To Rename a Document:

By default, the document name is taken from the first file you uploaded.

1. Click the overflow menu (three dots) on the document row.

2. Select "Rename".

3. Provide a new, clear name for the document (e.g., "Permanent Contract - 2025").

   • This only renames the document record for better organisation. It does not rename the actual attachment files, which are kept for record-keeping purposes.

Categorising Your Documents

Once your document has been uploaded and is in a Draft state, follow these steps to categorise it.

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

Example 1: Employee Contract

1. On the draft document row, click the overflow menu (three dots) and select "View detail".

2. Click the pencil icon next to the "Category" field to open the details panel.

3. Link to a Category:

   • Click into the "Link to a category" field. Click the + icon option to add a new category.

   • Name: Employee Contract

   • Click "Add". The new category will be created and automatically selected.

4. Link to Tags:

   • Click into the "Tags" field and click the + icon to create two new tags:

     • Tag 1: Permanent Contract

     • Tag 2: Temporary Contract

   • After creating them, unselect "Temporary Contract" to ensure only the Permanent Contract tag is linked to this document. The "Temporary Contract" tag can be used when uploading temporary contracts.

5. Add a Description:

   • In this free text field, add: Appointed permanently after 6 month contract

6. Set Expiration Date:

   • Because this is a permanent contract, leave the "Expiry Date" field blank.

7. Click "Update" to save. The document's status will change from "Draft" to "Active."

Example 2: Employee Warning

1. On the draft document row, click the overflow menu (three dots) and select "View detail".

2. Link to a Category:

   • Click into the "Category" field and click the + icon.

   • Name: Warnings

   • Click Add. The category will be created and selected.

3. Link to Tags:

   • Click into the "Tags" field and click the + icon to create two new tags:

     • Tag 1: Verbal Warning

     • Tag 2: Written Warning

   • After creating them, ensure only the Written Warning tag is linked.

4. Add a Description: (Optional) Add any supporting notes about the warning.

5. Set Expiration Date:

   • Click the "Expiry Date" field and select a date 6 months from now.

6. Set Reminder: Skip this step, as it is not needed for this warning.

7. Click Update to save.

Example 3: Employee Medical Certificate

1. On the draft document row, click the overflow menu (three dots) and select "View detail".

2. Link to a Category:

   • Click into the "Category" field and click the + icon.

   • Name: Medicals

   • Click Add. The category will be created and selected.

3. Link to Tags:

   • Click into the "Tags" field and click the + icon. A good tag for this might be Annual Medical.

   • For this example, create and select Annual Medical.

4. Add a Description: (Optional) Add any notes, such as the practitioner's name.

5. Set Expiration Date:

   • Click the "Expiry Date" field and select the date for next month when it expires.

6. Set Reminder:

   • Click the "Reminder" field and select 3 weeks before expiry. How to view notifications: How to View Renewal Notifications

7. Click "Update" to save.

How to View Renewal Notifications

Once you have set expiry dates and reminders, the system will alert you from the pay run an employee is linked to and their Vault.

Employee Vault:

Employee Vault notification

1. Expired documents will be notified in red.

2. Documents with active renewal notifications will be notified in orange.

Pay Run:

1. Navigate to any active Pay Run.

2. Look at the Health Notifications section at the top of the page.

All documents that are set to expire within the current pay run's period.

All documents that have passed their reminder date.