You can store various types of documents and files in Planday, so they are accessible to specific people or groups in your business. A few examples include:
- general documentation for all types of team members to view and download (e.g. staff handbooks and policies)
- confidential HR related documents, such as notes from a disciplinary meeting
- employment contracts for e-signature between an individual team member and their manager
1. How to upload Files & Documents
1.1 General documentation and information
Here you can upload plain documents that do not require a digital signature. Create sub-folders to store documents that should only be visible to certain types of employees, or image folders to store images such as staff party pictures, menu items or photos of cocktails.
Navigation: People > Documents > Upload file
1.2 Private documents shared with an employee
You can upload personal documents (not for digital signing), that only the administrator and the individual employee can access.
Navigation: People > Employees > Edit employee > Documents/Notes
For time sensitive documents such as seasonal menus, set an expiry date on the document and see a report on document access.
Navigation: People > Employees > Tools >Document overview
Set up the template for contracts that require your employee's e-signature.
You can either upload a Word document, or create the document as 'plain text' right in Planday.
You can then insert merge fields into the contracts so the right information on an employee is added to their contract.
Navigation: Settings > People > Contract setup > Create
PLEASE NOTE: To insert merge fields to a word document before uploading it into Planday please use the attached list of merge fields.
To insert merge fields into a plain text document created in Planday, use the merge fields as listed at the bottom of the screen when creating it.
1.3.1 Sending documents for e-signing
When you're ready to assign the contract to an employee and send it for digital signing, you are shown a preview of how it looks so you can review it before you send.
Only documents created as plain text documents can be edited before sending, while documents created by uploading a Word document cannot.
Once sent, the document is sent to the employee who can 'sign' or 'reject' it. The recipient cannot add information or modify the document.
Navigation: People > Contracts > Send
Once the document is signed, the employee will have access to a copy when they go to:
Navigation: People > Contracts > Signed contracts
The same document is also stored on the individual's HR form where it can be accessed by administrators when they go to:
Navigation: People > Employees > Employee details > Edit Employee > Documents/Notes