Documents & policies
Keep required employee evidence and policy acknowledgments current, with access matched to the information.
StatusPendingOverdue
Define the evidence your organization requires
HR Manager prepares dated document requirements and policy audiences for the applicable employer, country, employment type or organizational group. Their approval follows the controlled HR change workflow. Required evidence, verification rules, safe notification labels and retention treatment are configured explicitly.
These requirements support the organization’s recordkeeping. A document stored on file does not itself establish legal eligibility, complete a statutory filing or certify compliance in every jurisdiction. Payroll, benefits and specialist legal processes remain with their respective owners.
- Keep requirements tied to an effective version and audience.
- State which evidence and review can satisfy each requirement.
- Distinguish missing, pending, verified, expired and revoked evidence.
- Review new hires or transfers against the requirements that apply to them.
KindHireRehireSubmitted
- HRC-60858 YW 220 in 11 d
- HRC-46413 ZA 250 in 10 d
- HRC-47343 TA 880 3 d
- HRC-29157 CT 420 5 d
- HRC-69564 WK 440 in 6 d
HRC-60858
- Employee
- YW
- Kind
- Hire
- EffectiveDate
- 28 Sep
- Status
- Submitted
- PreparedBy
- WP
Review the actual document version
Employee or authorized HR Specialist supplies the permitted document evidence. The upload retains its actual user, time, protected classification and content identity. A copied file locator cannot bypass the authorization required to retrieve that content.
A granted HR Specialist or HR Manager verifies the evidence against the requirement. Where the policy requires an independent reviewer, the uploader or preparer cannot approve their own evidence through another role. Accepted verification records the reviewer, time and precise document version.
Replacement and revocation preserve the earlier history. A new upload does not automatically inherit the earlier file’s verification, and a missing expiry date is not treated as already expired. Requirements with specific dates retain their verified source rather than an assumed universal validity period.
ExpirationDate >= todaynext 60 daysStatusVerifiedExpiringSoon
Give each employee the exact policy to acknowledge
A published policy has an approved version, immutable content and explicit audience rules. Publication creates an assignment for each eligible employee and employment episode. The assignment retains the content hash, due date and version being acknowledged.
HR cannot silently acknowledge a policy on an employee’s behalf. Updating the policy row does not make an old acknowledgment apply to new content. Repeated assignment processing reuses the same obligation rather than sending a duplicate request.
| Policy event | Recorded result |
|---|---|
| Publish a reviewed version | Establish the applicable content and audience |
| Assign it to an employee | Create a specific acknowledgment obligation |
| Employee acknowledges | Preserve the actual self identity, time and assigned version |
| Replace or withdraw a version | Resolve old obligations and retain their history |
Follow up without revealing private details
Pending Policy Acknowledgments shows outstanding work within each person’s scope. Reminder timing comes from the reviewed schedule, including intervals, escalation, maximum attempts, time zone and stop conditions. Actual delivery is recorded separately from a planned notification.
Expiring Documents (next 60 days) presents permitted operational status and safe labels. Manager can receive an appropriate readiness or expiry alert without receiving medical reasons, tax information, national identity files or other protected content. The document class and current access grant still control retrieval.
Acknowledgment, supersession, withdrawal or separation stops reminders according to the applicable policy. Replayed messages retain the same action identity, and an uncertain delivery is reconciled before another effect is assumed.
Keep private files private throughout their life
Classified HR access applies to the subject and purpose, not simply to a job title. HR Specialist and HR Manager need the relevant grants, while technical Admin access is separately authorized and audited. Exporting a joined report or sharing a file URL cannot widen the underlying permission.
Emergency contact and dependent information receive the same protection through their supporting records and notes. Task participation does not grant general document access. Safe directory information remains separate from restricted employee evidence.
Retain or remove evidence through reviewed actions
Retention uses the approved entity and information-class rule, its trigger and any active legal hold. A separation date alone cannot determine that every file should be deleted. An independent HR Manager reviews the requested retention, hold, release or deletion action.
The protected store’s confirmed result establishes execution. A request or acknowledgment remains distinct from actual deletion, and an uncertain outcome stays open for reconciliation. A minimal audit tombstone can preserve the authorized event without retaining the deleted sensitive content in a public report.
Compliance Gaps identifies unsatisfied or outdated requirements and policy obligations. It is a worklist for evidence review, with its applicable rules and population disclosed, rather than an automatic legal conclusion.
Modules
-
Employee records
Keep employee information current, give people useful self-service and protect their private details.
-
Organization & positions
Keep reporting lines, position capacity and employee assignments aligned as the organization changes.
-
Employee changes
Review employee changes, apply them on the right date and preserve the history behind every decision.
-
Leave management
Calculate leave from each person's work pattern and keep requests, approvals and balances in agreement.
-
Onboarding & offboarding
Coordinate the practical work around an employee's arrival, move or departure and verify what is complete.
-
Documents & policies
Keep required employee evidence and policy acknowledgments current, with access matched to the information.
-
HR reporting
Understand your workforce with clear reporting periods, effective history and protected employee information.
Roles and permissions
The HR Manager/HRBP domain role owns employee lifecycle, organization, policy and protected HR work within explicit employer/department grants.
An explicitly granted Manager role operates within the current cycle-safe direct/indirect reporting tree; a Manager pointer alone is not authorization.
Prepares delegated employee work and coordinates documents, tasks and acknowledgments without applying protected lifecycle decisions.
Uses the authenticated self-service identity and narrowly assigned tasks; peer directory visibility contains only names, titles and manager relationships. Manager tree access is calculated at request time from applied effective assignments and valid grants. It is cycle-safe, restricted by employer and allowed scope, and does not bypass document/field classification on joins, notifications, exports, snapshots or private-object retrieval. Services have named action scopes and cannot supply a human decision. A grant can reduce/temporarily delegate allowed preparation but cannot invent a role or bypass actual-person conflict checks.
Related processes
Employee onboarding
Prepare a complete employee record, coordinate the work and confirm readiness before employment starts.
5 stages · 2 approvals
Employee change
Review promotions, transfers and employment changes with a clear effective date and complete history.
6 stages · 1 approval
Leave request to balance
Request time off, route the decision and reconcile reserved, taken and cancelled days.
7 stages · 3 approvals