Employee documents

Employee documents keep every employee’s documents in one place — also for people who joined before your organization used DayOneFlow. Nobody goes through onboarding again: they are asked for the documents on your checklist, upload them under My Documents, and HR checks each one.

The document checklist

HR and admins keep it under Templates → Document checklist. Every organization starts with a sample: identity document, tax ID document, proof of address, education certificates, experience letters and signed employment contract, asked of everyone, and residence card or work permit, only when chosen. Edit, add, reorder or remove documents; a removed document can be put back. Changes apply to new requests only.

A document marked Ask everyone goes into every request and is asked of everyone who joins. Untick it for documents only some people need — a driving licence for drivers, for example — and tick them when you send a request.

Asking people for their documents

• Everyone who joins is asked automatically, due in 14 days. Admins can switch this off under Settings → Employee documents. A new hire who gets their staff account is asked only for what their onboarding does not collect.
• Many people at once: invite everyone who already works for you from a CSV file (Team, departments and locations); each person is asked when they join.
• People already here: open Employee documents, tick the people (those not asked yet are ticked for you), tick any optional documents, choose the due date and choose Send request. Or send it from one person’s page.
• Each person gets an email and a notice. Asking again adds anything new and moves the due date of what is still open; accepted documents stay as they are.

My Documents

Every member has My Documents: each requested document with its status — To upload, Waiting for HR’s check, New copy requested (with HR’s note) or Accepted — and the due date. Files are PDF, JPG or PNG, up to 10 MB, up to 5 per document, checked by their contents and for viruses. People remove their own files until HR accepts the document. While something is left to upload, a Documents requested box shows on the Overview and in My tasks.

Documents from onboarding

A new hire uploads their documents during onboarding. In an onboarding plan, an upload step can name the checklist document it collects: Counts as. Plans made from a sample plan already do. Once HR accepts the upload and the new hire has their staff account, it counts for that document under My Documents, marked From onboarding, so nobody is asked twice for the same thing. The file stays on the new hire’s record, where HR checked it. HR can still ask for a new copy, for example when an identity document expires.

Checking documents

• Employee documents lists every member: accepted so far, waiting for your check, and the due date. Open a person to check their documents.
• Accept a document, or Ask for a new copy with a short note — they see it under My Documents and get an email without it. Not needed takes a document out of their list and reminders.
• Have a paper copy? Add a file for them: a file you add for someone else counts as checked by you.
• Nobody accepts their own documents while someone else in HR or an admin can. In an organization where nobody else can, it is allowed and recorded.

Reminders

People are reminded about what they still have to upload: once when it is due within 3 days, the day after the due date, then every week until it is in. HR can also Send a reminder now, once a day per person. See Notifications and emails.

Who sees them

Only the person, and HR and admins. Managers never see anyone’s documents, not even their own team’s. Documents are kept while your organization uses DayOneFlow, also after someone leaves (they are listed under Former members); HR can remove a single file at any time. The Document completion report shows everyone’s progress — counts and dates only.