Uploading documents
Store contracts, IDs, certifications, and training records against an employee profile — uploads now live in the Documents tab of the unified Edit dialog.
Every employee has a Documents tab where you can store anything you'd otherwise keep in a filing cabinet — contracts, ID copies, certifications, training records. Files go to encrypted cloud storage and only HR / Manager roles can access them.
Where the upload lives
Documents now live inside the unified Edit dialog, so HR can manage them in the same flow as basic info, reporting, and login access. You don't have to leave the editor to attach a file.
Upload a document
Open the employee's profile (People → click their name).
Click Edit at the top right.
Switch to the Documents tab in the dialog.
Fill in the inline upload card:
- Title — required (e.g. "ID Card", "Employment Contract")
- Note — optional brief description
- File — pick the file. Allowed: PDF, JPG, PNG, WebP, DOCX, XLSX, up to 10 MB.
Click Upload. The file appears immediately in the list below, with a download and delete button.
The Documents tab badge shows the count — e.g. Documents · 4 — so you can see at a glance whether someone has the paperwork they should.
What you can do per document
- Download the original (one-click button on each row).
- Delete — removes the document permanently. Use with care.
- The custom-profile system also lets HR build per-section file fields (e.g. "Visa scan" inside Personal Info) if you need stronger structure than a flat list.
Who can see what
| Role | What they see |
|---|---|
| The employee themselves | Read-only access to their own documents (cannot delete) |
| HR | Full access to every employee's documents |
| Manager | Full access |
| Other employees | Nothing — they can't see colleagues' documents |
Common questions
The file failed to upload. Check the file size (10 MB max) and type. ZIPs and binaries are rejected.
Can employees upload their own documents? Not directly to the documents library — that's HR-managed. But if you've configured custom profile sections with editable file fields, employees can upload there.
Where are the files stored? Cloudinary, encrypted at rest. They're behind authentication — no public URL exposes the file.
An employee leaves — what happens to their documents? When you archive them, documents stay attached to their (now archived) profile. If you permanently delete the employee, the documents are deleted too.
Why was the separate Upload Document modal removed? It was a redundant second click. The Documents tab inside the Edit dialog has the same form inline — fewer pop-ups, same outcome.
Related
Last updated 2026-05-05