Requests get buried
A new colleague still needs to send a certificate. The request is in an email, but nobody can see whether they have acted on it.
Sound familiar?
How much time does one missing document take?
Requesting a certificate sounds simple, until the request, attachment and review are spread across different people and inboxes.
Attachments arrive without context
A file arrives without its registration number or expiry date. Someone has to go back to the employee for the missing details.
Reviews get left unfinished
Receiving a document does not mean it has been reviewed. Without an assigned task, it is unclear who has checked the evidence.
1. Request the right document
Make one clear request for what you need
Create a document request for the right employee. Specify the evidence you need, explain which details to include and set a due date.
Whether it is a certificate for a new starter or updated evidence from an existing colleague, the request appears in the employee’s own action list. HR can track the request against the employee’s record.
2. Submit through the Employee App
Let employees submit their own evidence
The employee opens the request, enters the document details and adds the required file. Each step stays connected to the original request.
The document type, registration number, issuer and validity date sit alongside the supporting file. The reviewer has more to work with than a standalone email attachment.
3. Review in the Office App
Give the document review a clear owner
Submission creates a review task for an Office App user. HR or the responsible manager checks the submitted evidence and completes the review.
The task identifies the employee, the owner and whether the review is still open. Once completed, it also shows who finished the review and when.
4. Retain and follow up
Keep the document in the employee’s record
Official documents and certificates stay linked to the employee, together with registration details and validity dates. HR can find the evidence again without asking for another copy.
The fields you record depend on the document type. Expired evidence is flagged. If a document type supports a qualification, its status feeds into that qualification’s status.
What changes
Everyone knows their part in the process
The employee submits the document, the responsible colleague reviews it and HR keeps the evidence with the right person.
HR can track the follow-up
From the initial request to the completed review, the document process stays connected to the employee.
Managers know what needs checking
A specific review task makes it clear which evidence needs attention and who is responsible for following it up.
Employees know what to provide
A clear action in the employee’s app explains which document and details to provide, and when they are due.
Does this fit your document process?
For teams that need to collect and review evidence
When documents are part of onboarding, development or recurring checks, a consistent process helps HR, managers and employees share the work.
- New starters need to submit documents before or during onboarding.
- Certificates and other official documents need recorded details and a review.
- HR and managers share document follow-up across teams or locations.
Capabilities
What you can manage with employee documents
Request, collect, review and keep employee documents in one connected process.
Targeted document requests
- A document request for a specific employee
- Document type, title and instructions
- Due date and request status
Submission with supporting details
- Enter details through the assigned request
- Upload PNG, JPG, JPEG or PDF files
- Registration number, issuer and validity where applicable
Review and responsibility
- An Office App review task after submission
- Task owner and related employee
- Completion status, reviewer and date
Evidence linked to the employee
- Record official documents and certificates
- Add supporting files to the employee record in the Office App
- Keep validity dates and expired evidence visible
Frequently asked questions
Practical questions about employee documents
How submission, file formats, review and validity work.
Which employee documents can we record?
You can record official documents and certificates against an employee, using the fields configured for each document type. For example, a diploma or certificate can include a registration number, issuer and validity date. Other supporting files can be added to the employee record in the Office App.
How does an employee submit a document?
The organization creates a specific document request. The employee opens it in the Employee App, enters the required details and uploads a PNG, JPG, JPEG or PDF file. Employees submit official documents through these requests rather than through an unrestricted document library.
Who reviews the submitted evidence?
Submission creates a review task for an Office App user. The responsible colleague checks the document and completes the task. The completed task records who finished it and when. Your organization remains responsible for assessing the evidence.
Can I see when a document has expired?
Yes. Where a document type uses a validity date, you record it with the supporting evidence. Expired documents are flagged. Qualifications & Compliance also shows how the evidence affects an assigned qualification.
How does this differ from Employee Records and Agreements?
Employee Records connects the employee profile with their wider workflows. Documents covers requesting, submitting, reviewing and retaining files and evidence. Agreements is for preparing formal documents with templates, employee data and electronic signing.
Where work, people and growth come together
Which employee documents do you keep having to chase?
Bring your document process to the demo. We will show how a request reaches an employee, how they submit their evidence and how the review is handled in the Office App.