Store company documents
Keep shared policies and reference files available to everyone in the company.
What this guide helps you do
Company Documents stores policies, procedures, handbooks and reference files for the whole company. Every signed-in employee in the company can open them.
HR administrators manage the library from Settings. Employees see the same files on My Profile. Do not put one person’s contract, salary letter or private HR record here: every employee in the company receives access.
Prepare the document
Accepted formats are PDF, JPG, JPEG, PNG, GIF, WEBP and HEIC.
One file may be up to 6 MB.
A company can have up to 50 company documents. If the limit is reached, remove an outdated document before uploading another.
Remove drafts, tracked changes, comments or hidden personal information before upload.
HRStuff checks what is inside each file, not only its name. It refuses unsupported files and files that could run code.
Upload a company document
Open ADMINISTRATION, then Settings
Go to the Company Documents card. Existing files are ordered newest first and show their display name, original file name, date, uploader and size.
Enter an optional Document name
Enter the name employees should see, such as “Expense policy: September 2026”. The name can have up to 120 characters. If you leave it blank, HRStuff shows the file name.
Choose Upload file
Select one supported PDF or photo. Photos may be reduced in the browser before they are sent; PDFs are not changed.
Choose Upload
The confirmation says that every employee can open the document from My Profile. Open it once and check the version and contents.
What employees can do
Every signed-in employee in the company sees Company Documents on My Profile. Selecting a document opens it in a new tab.
Employees can open the documents but cannot add or remove them. People signed in to another company cannot see or open these documents, even if they have the link.
Replace an older version
Upload the replacement first
Use a name that makes the version or effective date obvious. HRStuff does not overwrite an existing company document automatically.
Open the replacement
Check that it is the correct file and that employees can read it.
Remove the obsolete copy
This avoids a gap where no policy is available and reduces the chance of removing the wrong file.
Remove a company document
Choose Remove beside the document and read the confirmation carefully. The action cannot be undone, and employees lose access immediately after confirmation.
Uploads and removals appear in the company Activity Log with the document’s display name or file name. The log records the action but does not keep a copy of a removed file.
If somebody cannot find a document
Confirm that the upload produced a success message and the document still appears in Settings.
Ask the employee to open My Profile and look under Company Documents. It is not stored on their individual employee record.
Confirm that the person is signed into the intended company account.
If the file will not upload, check its format, 6 MB size limit and the company limit of 50 documents.