Worker documents: contracts, handbooks, signatures and pay documents

The Documents tab on a person's record is the paperwork of their employment: contracts, offer letters, handbooks, right-to-work and ID documents, driving licences, pay documents, disciplinary letters and appraisals. It sits beside their credentials, but it's a separate file: a credential is something they hold, a document is something on file about them.

Filing a document

Open the person in Users, go to the Documents tab and choose Add document:

• Type: Contract, Offer letter, Handbook / policy, Right to work / ID, Driver's license, Pay document, Disciplinary, Appraisal or Other.
• Title. It fills in from the first file's name.
• Choose file(s). You can attach several files to one document, such as the front and back of a licence. Each file can be up to 25 MB.
• Shared with the worker. Switch it off to make the document Confidential (admins only).
• Require the worker to sign, for a shared document.
• Issued on and Expires on.

Choosing a type sets sensible starting choices, which you can change: contracts, offer letters and handbooks are shared and need signing; pay documents are shared; everything else starts confidential.

Each document on the tab shows its type, title and file count, and pills such as Confidential, Awaiting signature, Signed {date}, Pending review, Rejected or Expires {date}. Use the icons to download or delete it.

Who can see what

• Filing and reading anyone's documents needs Manage documents.
• Pay document also needs Manage pay documents. Filing a handbook doesn't entitle anyone to read somebody's pay.
• Disciplinary and Appraisal also need Read sensitive info.
• If you don't hold the extra permission, those types aren't offered when you add a document.
• The worker sees their own shared documents once they're approved, and everything they have submitted themselves. They never see a confidential document, or anyone else's.

Reading and signing on the phone

Workers find their documents on the phone under Me › My documents. A document that needs their signature is marked "Action needed — Please read and sign this document." Read & sign opens it: they can download it, tap Tap to sign to sign on a full-screen pad and choose Done, then submit. "Thank you — your signature is recorded." The document then shows Signed {date} on both sides.

Earnings statements and self-bill statements issued from a pay run land here as pay documents, beside any payslips issued before 27 September 2026. See Where to find your earnings statement.

When a worker sends a document

Workers can send their own ID-type documents from Me › My documents › Submit a document. They choose Right to work / ID, Driver's license or Other, then the file or files; everything else is filed by the office.

The document arrives on their record as Pending review, and everyone with Manage documents is told there's a document to review. Open it on the Documents tab and choose Approve or Reject.

Expiry reminders

A document with an Expires on date is chased the way a credential is: 30, 7 and 1 day before it expires, and when it does.

• Everyone with Manage users is told, with the person's name.
• The worker is told too if the document is shared with them: "Send the office a replacement." A confidential document's expiry stays with the office.

Only approved documents of active people are chased.