Employee Document Management Software for HR

Employee Documents keeps every person's papers in one place: identity proofs, bank proofs, certificates and letters. HR uploads a file against an employee with its number and expiry date, then verifies or rejects it. A compliance view tracks eight required documents per person and shows who is missing what. The letters tab holds a library of HR letters that fill in from the employee record. Files are opened only through signed links that expire within an hour.

Who uses it

HR teamUploads and verifies documents, rejects unclear scans with a reason, records expiry dates and prepares offer, appointment, relieving and experience letters from the library.

FinanceChecks bank proofs and statutory papers such as PAN, PF and ESIC documents before salary credits and filings, within the rights of their role.

EmployeesSee their own documents and the required-document checklist in self-service and the mobile app, so they know what HR still needs from them.

How documents move through ZeniaHR

Joiners who use the self-onboarding link upload documents against a checklist the company configures, before HR approves their record. After joining, HR uploads documents on the Employee Documents page or on the Documents tab of the profile, and both show the same records. New uploads wait as pending until HR verifies or rejects them. When HR confirms someone's probation, the confirmation letter is saved to their documents. Letters for offers, appointments, promotions and exits are prepared from the letter library and downloaded as PDFs.

What the module covers

The module has two tabs, compliance and letters, with secure file storage underneath and a set of document reports on the Reports page. Together they cover the whole life of a document, from the first upload in joining week to the expiry check years later.

Compliance tab: per-employee documents with verify or reject, document numbers, issue and expiry dates, and remarks.
Verification queue: employees with uploads waiting for review, with the date the oldest has waited since.
Required checklist: eight documents tracked per person, with uploaded, missing, pending, verified and rejected counts.
Letters tab: an HR letter library grouped by category, filled from the employee record.
File storage: uploads up to 25 MB and signed download links valid for at most an hour.
Document reports, including an uploaded documents register with expiry dates.

Keeping sensitive papers safe

Aadhaar copies, bank passbooks and PAN cards are exactly the papers that should not sit in email threads or WhatsApp groups. In ZeniaHR, documents are available to HR, Finance and the Company Head as their roles allow, and each employee sees only their own. Every download goes through a fresh signed link that stops working within an hour, so a forwarded link does not stay open for months after it was shared.

Employee documents features

Document verificationVerify or reject each employee document with a reason, record numbers and expiry dates, and clear a queue of pending uploads one employee at a time.Required document checklistTrack eight required documents for every employee, from Aadhaar and PAN to the experience certificate, and see at a glance who is missing what.HR letter libraryPick an HR letter from a library grouped by category, fill it from the employee record, adjust the details and download it as a PDF or print it.Secure document storageStore employee files up to 25 MB each, open them only through signed links that expire within an hour, and delete files that should no longer be kept.

See employee documents on your own data

A 30-minute demo on a video call. We set it up for your departments and rules and show it running. Free for your first 50 employees.

Book a free demo See pricing

Frequently asked questions

Which documents should HR collect from a new employee in India?

Most companies collect Aadhaar and PAN, a bank proof such as a passbook or cancelled cheque, education certificates, experience or relieving letters from past employers, a resume, and signed offer and appointment letters. ZeniaHR tracks eight of these as required documents for every employee and shows who is missing which one.

Can employees see their own documents in ZeniaHR?

Yes. Each employee sees their own documents and the required-document checklist in self-service and in the mobile app, so they know what is still pending without asking HR. They never see anyone else's files, and verification stays with HR.

How long does a document download link stay valid?

At most one hour. ZeniaHR creates a fresh signed link each time someone opens or downloads a file, and the link stops working after that. A link forwarded by email or chat therefore expires on its own, while anyone with access can still open the file again from ZeniaHR.

Can I generate an appointment letter in ZeniaHR?

Yes. The letter library has appointment letters in several styles. Pick one, choose the employee, and their name, designation, department, joining date and other details fill in, ready to download as a PDF or print. The OSH Code requires every employee to receive an appointment letter.