Uploading documents
Store contracts, IDs, and certificates against an employee profile.
Every employee has a Documents tab on their profile where you can store anything you'd otherwise keep in a filing cabinet — contracts, ID copies, certifications, training records. Files are stored in encrypted cloud storage and only HR / Manager roles can access them.
Upload a document
Open the employee's profile (People → Employees → click their name).
Click the Documents tab.
Click Upload and pick a file. Allowed:
- PDF, JPG, PNG, DOCX, XLSX
- Up to 10 MB per file
Add metadata (optional but recommended):
- Document type — Contract, ID, Certification, Training, Other
- Issued date — when it was signed/issued
- Expiry date — for visas, certifications that expire
- Notes — any context
Click Save. The file uploads, the row appears immediately.
Set expiry dates for anything that expires (visas, certifications). TracefyHR will email you 30 days before expiry so you can renew in time.
What you can do per document
- Preview in-browser (PDFs, images)
- Download the original
- Replace with a new version (the old version is kept in the audit trail)
- Delete — moves to the Deleted section, recoverable for 30 days, then permanently removed
Bulk upload
For onboarding new hires, drag-and-drop multiple files onto the Documents tab. TracefyHR uploads them in parallel and prompts you to fill in metadata for each.
Who can see what
| Role | What they see |
|---|---|
| The employee themselves | Read-only access to their own documents (cannot delete) |
| HR | Full access to every employee's documents |
| Manager | Full access |
| Other employees | Nothing — they can't see colleagues' documents |
| Super Admin | No direct access — they administer the platform, not company HR data |
Common questions
The file failed to upload. Check the file size (10 MB max) and type (PDF/JPG/PNG/DOCX/XLSX only). Anything else, including ZIP, is rejected.
Can employees upload their own documents? Yes — they can upload to their own profile from the Employee portal. HR receives a notification when they do, and can replace or delete if needed.
Where are the files stored? Cloudinary, encrypted at rest. They're behind authentication — no public URL exposes the file.
An employee leaves — what happens to their documents? When you archive them, documents stay attached to their (now archived) profile. If you permanently delete the employee, the documents are deleted too.
Related
Last updated 2026-05-01