HR Documents & Templates

In this workshop we will discuss:

• How to upload your existing HR Documents
• How to Create Templates for your HR Documents
• How to add signatures to your documents
• Issuing & Receiving HR Documents

To keep all of your existing employee documents easily accessible, we recommend uploading these documents to your employee files. 

Documents must be uploaded one-by-one as they will be kept in each employee’s individual file.

When in an employee’s file, select: 

• Uploaded Documents 
• Upload Document 
• Upload the relevant file from your computer or by using a URL

You can choose from a variety of tags or create a new one to help you easily locate this file in the future. 

When uploading a document, you will be prompted to outline the document access. Here you will be able to choose who can see this document; the employees themselves, the direct managers and the indirect managers.

Additionally, you’ll be asked if this is a payroll or non-payroll related document. This will be relevant in the future if you are adding custom security settings.

Employment Hero helps you create document templates that you can use over and over again. All documents sent from Employment Hero will need to follow these steps. 

• Select Compliance
• Document Templates
• Add Template

Here you can select the template name, the signature logic and the editor you’re choosing. In this example, we’re using the advanced editor. 

The advanced editor works very similarly to a Microsoft Word document, with some great additions. Copy and paste an existing contract to have a base to work with or you can start writing from scratch.

In the Advanced Editor, variables are like blank spaces that you can fill in with specific information when you create or modify a contract. These variables act as placeholders for specific details like the employee’s name, job title, salary, start date, and end date.

To add a variable field:

• Select the Variable Manager ( [T] )
• Scroll or search for an appropriate variable 
• Select use to add to the document

Alternatively, create your own variable:

• Select Add
• Select a Name
• Select a Type
  • String: Variable presents as text.
  • Select: Variable presents as a selectable option from a dropdown. 
  • Date: Variable presents as a date and date-picker. 

Blocks are a useful feature as they allow you to group your text together and choose, say, three different versions of a salary history as being linked. By linking them together, you can then, at the HR Document issuing stage, choose which of the three versions apply to each employee.

To create a content block:

• Select the Block Manager tool (cube shaped button)
• Select a name
• Select optional if you are creating multiple clauses, but only one should be included in the final document

In the example that you had three different blocks in one section, when sending the document, you will be prompted to choose which clause is best suited to the employee you’re sending it to. 

If you need to edit or delete, you can do so by selecting Actions on the document template. 

If you’re creating a HR Document with similarities in the future, clone any document you have created in order to use the work you have already done.

If you have a document that requires less customisation on a case-by-case basis, you might find the PDF editor is a quicker solution. 

The PDF editor allows you to upload a PDF document and then add variable fields such as an Employees Name and Job Title. 

• Select Compliance
• Document Templates
• Add Template

Here you can select the template name, the signature logic and the editor you’re choosing. In this example, we’re using the basic editor. 

To make the best use of the PDF editor, you’ll need to edit your original contracts to leave space for your variable fields. You can do this by opening an editable version of an existing contract and input a blank space where employee information would usually be input manually. Please see the video above for a visual representation of this.

There are only three fonts available: Times New Roman, Helvetica and Courier. Please use one of these fonts to create your original document to create the most visually appealing document. 

Note: The PDF editor is made for short variable fields rather than long optional clauses. 

If you need to use paragraphs or additional formatting, the advanced template editor may be a better solution.

The Authorising Signatory feature allows you to nominate this role within your organisation and then have them input their signature into the HR platform. The platform also allows you to assign employees with sending authority; i.e. these employees can sign contracts on behalf of the authorising signatory.

• Select Settings
• Click on the Authorising Signatory
• Select the desired employee from the Authorising Signatory field
• Click Save

The employee you selected will now need to log in and select:

• Select Settings
• E-Signature
• Input Signature

Choose Sending Authority which relates to who else can send documents on the authorising signatory’s behalf.

To send an employee a template you have created, when in the employee’s file select:

• HR Documents
• Select the template
• Amend the variable fields if required
• Amend the email notification if required
• Select the sender

If you have elected to use an authorising signatory and you have permission to use their signature in the system, you can send on their behalf automatically.

However, if you do not have an authorising signatory or permission to use the signature, the document would be e-mailed to this employee to read and sign prior to it being sent to the intended recipient. 

Note: You cannot send HR Documents to yourself

Once an admin has sent a HR Document, the employee will receive an email to alert them (providing you are not in setup mode). 

An employee can use the link in their email or use their dashboard to see their notifications.

In documents, the employee can see the HR documents currently needing their acknowledgement. 

Your employee will then: 

• Agree to the terms of the HR Document
• Add/Upload their signature

Note: Reminder emails will be sent to the employee on a weekly basis if the document is not signed.

The HR Documents Reporting feature allows you to create a report that you can use to analyse the stage the HR documents are at within your organisation and see who needs reminding to sign a document.

To access, select:

• Reports
• Compliance Reports
• Select each component of the pie graph to analyse the information
• Create filters to show specific personnel or documents if applicable

If you need to share this with others, select download CSV.