Employee documents and document categories
Upload contracts and payslips to an employee, and decide who can view each category.
Who can do thisHR Administrator
HR can keep files on each employee: contracts, payslips, certificates and so on. Each file belongs to a document category, and the category decides who can view it.
Document categories
Open SettingsDocument categories. HCM creates a starter set the first time you open it:
| Category | Who can view |
|---|---|
| Contract | HR and the employee |
| Payslip | HR and the employee |
| Certificate | HR, the employee and their manager |
| Disciplinary | HR only |
| Other | HR only |
To add one, click Add category, fill in Code, Name and Who can view, and click Save. The dialog reminds you: "This decides who can view documents filed under this category. HR always has access." Use Edit, Archive and Unarchive on each row.
Upload a document
- Open the employee from Employees and scroll to Documents.
- Click Upload document.
- Choose a Category and a File: PDF, PNG or JPEG, up to 10 MB.
- Click Upload.
The table shows File, Category, Who can view, Uploaded by and Date, with Download and Delete. Delete asks first: "Delete "Contract_2026.pdf"? This cannot be undone." The file is hidden at once and removed for good by a daily clean-up.
What the employee and the manager see
- The employee sees their files in My Documents when the category allows it. See My Documents.
- Managers have no documents page in the October 2026 release, even for categories marked "HR, the employee and their manager".
- There is no retention period, expiry reminder or versioning.