Documents

01

What the documents module is for

HR holds two kinds of documents: those about an employee, such as ID proofs, contracts and certificates, and those every employee must read, such as the handbook and policies. Both cause trouble when scattered across inboxes and shared drives. The module keeps them in one store, with control over who can see what.

02

How it works in HRMagix

Each employee has an encrypted digital personnel file, with access governed by role. Company documents such as the handbook, NDAs and compliance policies are issued for acknowledgment, and HR can see who has signed off and who has not.

Where a document has an expiry date, such as a visa, driving licence or certificate, the module raises an alert before it lapses.

03

Who uses it

• HR maintains personnel files and issues policies.
• Employees view their own documents and acknowledge policies.
• Managers see what their role permits and nothing more.

04

What to decide when setting it up

• Which roles can see which document types, especially salary and ID documents.
• Which policies need a signed acknowledgment, and from whom.
• Which documents carry expiry dates and how early you want the alert.