Store documents on an employee record
Add contracts and employment documents with access limited to the employee and HR.
What this guide helps you do
Employment Documents stores private files for one employee. Use it for that employee’s contract or another private employment document. Put policies that everyone should read in Company Documents.
Only an HR administrator and the employee named on the record can open these files. A reporting manager, colleague or user from another company cannot see them. The employee finds their own files on My Profile.
Prepare the file
Give the file a clear name before uploading it. The employee-record form does not ask for a separate display name, so the document list normally shows the file name.
Accepted formats are PDF, JPG, JPEG, PNG, GIF, WEBP and HEIC.
One file may be up to 6 MB.
Each employee can have up to 12 employment documents. If the limit is reached, remove an outdated file before uploading another.
HRStuff checks what is actually inside the file. Renaming an unsupported file to end in .pdf or .jpg does not make it acceptable.
Photos may be reduced in the browser before upload. PDFs are left unchanged.
Upload to an existing employee
Open ADMINISTRATION, then Employees
Search for the employee and open the correct record. Check the name and company before filing anything.
Find Employment Documents
The card lists the files already held on this employee, when each was added, who added it and its size.
Choose Upload File
Select one supported PDF or photo. HRStuff stores it under Employment contract and shows its file name in the list.
Choose Upload
A success message confirms that the employee can now see the file on their own profile. Open the link once to make sure the intended document was selected and is readable.
Add the first document while creating an employee
The Add Employee page has an optional Employment Documents file box. Select the contract before saving the new employee if you already have it.
The employee record, optional login and document are saved as one operation. If the file is refused, HRStuff does not leave behind a half-created employee record.
What the employee sees
The employee opens My Profile and finds Employment Documents. The list is read-only and says that only the employee and their HR administrator can open the files.
Selecting a document opens it in a new browser tab. The employee cannot upload, replace or remove a file. Give them a replacement by uploading the correct file and then removing the obsolete one after checking the new copy.
Remove a document carefully
Open the employee record and check the file
Use the file name, date, uploader and size to confirm that you have the right document. Open it if there is any doubt.
Choose Remove
HRStuff names both the file and employee in the confirmation. Removal cannot be undone.
Confirm the result
The link disappears immediately for HR and the employee. Uploading and removal are both recorded in the company Activity Log. The log records the action; it does not restore the removed file.
If the upload does not work
Check that the file is no larger than 6 MB and is one of the supported formats.
If a photo is still too large after browser resizing, save a smaller copy and try again.
If the record already has 12 documents, remove an obsolete document first.
If you can see the employee but not the upload controls, confirm that you are signed in as an HR administrator rather than a manager or Assistant Administrator.