Employee documents
Keep each person’s contract, Key Employment Terms, work pass and certificates in one place. You are reminded before anything expires, and you can make KETs or a contract straight from their payroll record.
Screenshots use a fictional business and staff. Select an image to view it full size.
Upload a document
Go to Documents in the HR section of the sidebar and press + Upload document.
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Pick the Employee and the Type, give it a Title, and add the Issue date and Expiry date. Leave the expiry blank if it does not expire. Choose the File (PDF, image or Word).
Priya’s S Pass, with a reminder 60 days before it runs out. Set Remind (days before). Untick Visible to the employee in their app to keep it to yourself. Press Save.
Staff see the documents you share with them under My documents on the staff portal, and can open each one.
Reminders before expiry
A document inside its reminder window is marked on the Documents page, counted on the Documents item in the sidebar, and listed at the top of the Compliance Upcoming timeline. Tick Expiring only to see just those.
Make KETs or a contract
Press ✦ Generate contract / KETs. Pick the Employee and the Document: Key Employment Terms (KETs) or Employment Contract.
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Everything the payroll record already knows is filled in: job title, start date, salary or hourly rates, allowances, working days and hours. Check the rest, such as the main duties, probation, notice period and leave, and change anything you need.
Aisha’s KETs, filled in from her payroll record. Press Generate PDF + Word. The PDF is shared with the employee on their portal. The Word copy is kept for you, to edit if you ever need to.
When someone leaves
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Press Offboarding checklist and pick the employee who is leaving. The list covers their unused annual leave, open expense claims, the final salary, IR21 tax clearance for a foreign employee, their IR8A, company documents and property, switching off the staff portal, and marking them inactive. Each line links to where you settle it.
Everything to settle before Marcus’s last day. For unused annual leave, the link opens the termination payout page. Pick the employee and the Termination Date. It shows their unused days, their daily rate and the payout, with an optional deduction for notice not served. Press Confirm Termination Payout to keep the record, then add the amount to their last payroll.
Questions
Is the generated contract legal advice?
No. It is a standard template filled in from your records. Read it before you sign, and have it checked if your arrangement is unusual.
Can staff upload their own documents?
No. Staff can view what you share with them. Only you upload.
How do I change an expiry date after renewing a pass?
Press Edit on that row and type the new expiry date. Or upload the new pass as its own document, so the old one stays on record.