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Employees and onboarding

Employee Documents module

Check the documents each employee uploads against an eight-document checklist, verify or reject them, and make offer, appointment and other letters from ready-made styles.

HRMS CoreManpowerWeb and appUpdated 6 Oct 2026 · 5 min read · v2026.10

Key screens

  1. See the uploads waiting for you

    In the sidebar, click Employee Documents. Document Verification at the top lists each person with uploads waiting, with how many are uploaded, missing and pending and since when. Click the eye to open that person's documents. The tick verifies all of their pending uploads at once and the cross rejects them. In the app, employees open Me, then Documents, to see, open and upload their own.

    Employees with documents waiting for verificationFull size
    Admin panel · Step 1
    The employee app's Me tab, with Documents under Pay and documents
    On the employee app

    The employee app's Me tab, with Documents under Pay and documents

  2. Verify or reject each document

    The person's documents are grouped as identity, employment, education and financial documents, and each checklist document shows Missing until it is uploaded. Next to each upload, the icons preview it, download it, show its history, Verify it, Reject it, add a note or delete it. When you reject a document you can type the reason, which is kept with it; in the app, a rejected document asks the employee to upload it again. Click Back to all employees when you are done.

    One employee's documents grouped by kind, with Verify and RejectFull size
    Step 2

  3. Check everyone against the checklist

    Further down, Compliance Verification Vault has one row per employee: how many of the 8 required documents are uploaded and missing, a progress bar and a status. Verified means all 8 are in and verified, Partially Verified that some are, Pending that none are verified yet and Action Required that a document was rejected. The counters at the top add up the whole company. Search by name, code or designation, or pick one status in the filter. Bulk Upload adds several files for one person, and the icons on a row open the person's documents or profile, upload, edit or download all their files.

    The Compliance Verification Vault with one row per employeeFull size
    Step 3

  4. Upload a document for an employee

    Click Upload Verification Doc at the top. Pick the employee under Associate with Employee, the Document Type and a Document Name; the Document Number, issue and expiry dates and Remarks are optional. Drop the file in the box, click Select File or take a photo with Camera (JPG, PNG, PDF, DOC or DOCX, up to 5 MB), or paste a link to the file instead. Click Upload Employee Document. The document is saved as pending, so it still needs a Verify.

    The Upload Employee Document form, filled inFull size
    Step 4

  5. Choose a letter and its style

    Click Smart Document Builder. Pick the letter under Document Category, or jump to a group with the buttons below it: Offer & Onboarding, Employee Lifecycle, Payroll & Compensation, HR & Compliance, Recruitment and General. Each kind of letter comes in eight styles; click one under Select Document Style. The A4 Live Document Canvas on the right shows the letter as it will print. To change the wording or the look, click Duplicate to make your own copy of the style, then Edit Style; Create Custom starts a new style from scratch.

    The Smart Document Builder with a letter category and its stylesFull size
    Step 5

  6. Fill in the employee and download

    Under Auto Employee Details, choose the employee in Choose Roster Employee to Auto-Fill. Their name, designation, department, joining date, employee ID, branch, company and pay fill in, and the letter updates as you type. Click Download PDF to save the letter, or the print button to print it.

    The employee details and the Print and Download PDF buttonsFull size
    Step 6

    Tip Check the filled-in details before you download, especially the joining date and the pay, and correct them in the fields if needed.

What it does

Employee Documents opens the Enterprise Document Suite with two tabs. Compliance Verification Vault keeps every employee's documents and checks them against an eight-document checklist: Aadhaar, PAN, resume, offer letter, joining letter, bank passbook, degree certificate and experience certificate. New uploads wait for HR to verify or reject them. Smart Document Builder makes letters, such as offer, appointment, confirmation, experience and relieving letters, filled in with an employee's details and ready to download or print.

Who uses it

  • Company Head, HR and Finance open it from Employee Documents in the sidebar. Verifying and rejecting is for the Company Head and HR.
  • Employees upload their own documents in the employee app, under Me, Documents. Each upload waits here for verification.

How it connects

The people and their details come from Employees, and a person's uploads also show on their profile there. Letters use your company's name, logo, address and email from Company Profile. Company-wide papers that belong to no one person, such as policies and contracts, go in the Document Vault instead.

Questions

Which documents does the checklist ask for?

Eight: Aadhaar, PAN, resume, offer letter, joining letter, bank passbook, degree certificate and experience certificate. A document counts when its type or name matches, so name uploads plainly, such as "Degree certificate".

Can employees upload documents themselves?

Yes. In the employee app they open Me, then Documents, and upload a photo or a file. It arrives here as pending for HR to verify.

Where are the letters I make kept?

Letters are made on the spot from the employee's details and downloaded or printed; they are not filed automatically. To keep a signed copy, upload it to the employee's documents. The styles you create or duplicate are kept in the browser you made them in, so they do not follow you to another computer.

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