Learning, policies and compliance
Employee documents
Autessa Homebase includes employee document management: offer letters, contracts, tax forms, ID and right-to-work documents, certificates and signed policies live on each person’s file, each with its own visibility setting, and documents with an expiry date send reminders 30 days before, 7 days before and on the day.
- Visibility set per document
- People add their own; HR files for anyone
- Expiry reminders for work permits and certificates
- Company documents for everyone, managers or HR
The problem
Personnel files in a filing cabinet, or worse, an inbox
Contracts and work permits are scattered across email and drives, and nobody notices a work authorization about to expire. Homebase keeps each document on the person’s file, shows it only to the right people, and reminds you before anything lapses.
How it works
How employee documents works in Homebase
File a document
HR adds a document to someone’s file with a type and who can see it. The person gets an email when HR adds one they can see.
People add their own
On My documents, people add a signed form or certificate; they, their managers and HR see it.
Share company documents
Add the handbook PDF, the benefits guide or forms, for everyone, managers or HR only.
Never miss an expiry
Set an expiry date and HR and the person get reminders 30 days before, 7 days before and on the day. HR sees everything expiring in the next 60 days.
Options and settings
Every option, in plain words
| Option | What it does |
|---|---|
| Type | Offer letter, Employment contract, Tax form, ID and right to work, Equity / options agreement, Benefits enrollment, Certificate or training, Signed policy, Review or Other. |
| Who can see it (on a file) | The person, their managers and HR; managers and HR; or HR only. |
| Who can see it (company) | Everyone, managers, or HR only. |
| Expires | Reminders 30 days before, 7 days before and on the day. |
| HR notes | Notes only HR sees. |
| Documents panel | On every profile, showing only what the viewer may see; a colleague never sees an empty frame. |
Permissions
Who can do what
FAQ
Questions about employee documents
Can I store employee documents in Autessa Homebase?
Yes. Each person has a document file for offer letters, contracts, tax forms, ID and right-to-work documents and more, with visibility set per document.
Who can see an employee’s documents?
It depends on each document’s setting: the person, their managers and HR; managers and HR; or HR only. The server filters every list.
Does Homebase remind us when a work permit expires?
Yes. Documents with an expiry date send reminders to the person and HR 30 days before, 7 days before and on the day.
Can employees upload their own documents?
Yes, on My documents. They, their managers and HR can see them. Only HR files documents for someone else.
100% customizable, code and all
Make Autessa Homebase fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
Start free and make it yours