Documents

HR documents, organised and secure

Store contracts, IDs, certificates and policies against each employee, control who can see them, and get reminders before anything expires.

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Document records
Per employee
Access control
Role-based
Before documents lapse
Expiry alerts
Find any file fast
Searchable

Document management

Every file where it belongs

Documents are attached to the employee, department or policy they relate to, so nothing gets lost in shared drives or inboxes.

  • Contracts, ID copies, KRA PIN and certificates per employee
  • Company policies and handbooks
  • Expiry dates and renewal reminders
  • Role-based access to sensitive files
  • Search across all documents

Features

Everything you need, nothing you don't

  • Organised storage

    Files grouped by employee, department and document type.

  • Access control

    Decide who can view, upload or download each document.

  • Expiry reminders

    Get notified before contracts, permits or certificates expire.

  • Fast search

    Find any document by name, type or employee.

  • Signed documents

    Keep signed contracts with each employee's record.

  • Version history

    See previous versions and who uploaded them.

Per employee
Files

Linked to records

Role-based
Access

Sensitive files protected

Automatic
Reminders

Before expiry

Logged
Activity

Uploads and downloads

Compliance

Records that stand up to inspection

Keep the documents the Employment Act and the Data Protection Act expect, with access logged.

  • Data protection

    Access restricted and logged.

  • Retention

    Keep records for as long as required.

  • Audit-ready

    Pull any document when asked.

  • Renewals

    Stay ahead of expiring documents.

How it works

Documents in 3 simple steps

  1. 1

    Upload

    Add documents to employees, departments or policies.

  2. 2

    Set access

    Choose who can see and manage each document.

  3. 3

    Stay current

    Get reminders before documents expire.

Explore more

More in Operations

Get your HR documents out of shared drives

Organise employee documents on OnTap.

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  • Set up in under 30 minutes