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HR documents are the files you keep against an employee — signed contracts, national IDs and passports, academic and professional certificates, CVs, and anything else you need on record. Keeping them in Hitaji 360 rather than a shared drive means every file sits next to the person it belongs to, the right people (and only the right people) can see it, and the system can warn you before something like a work permit or a certification lapses. This page covers what the documents area shows, how to upload and categorise a file, how expiry warnings work, and how to view, download or remove a document. The same documents also surface on each person’s profile, under their Documents tab. You’ll find this at: /hr/documents
📷 Screenshot: HR Documents list with the stat cards, the All / Contracts / IDs / Certificates / Expiring tabs, and the “Add Document” button — to be added.
Hitaji 360 is multi-business. HR documents follow the employee, and an employee belongs to whichever business their employment contract is under. Make sure the correct business is selected in the switcher before you upload or browse — see Multi-business scoping below for exactly how this is enforced.

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What you see on the page

At the top are four summary cards: Below the cards are five tabs:
  • All — every document, newest grouping first, paged 20 at a time.
  • Contracts, IDs, Certificates — the same list filtered to that single type.
  • Expiring — a dedicated panel listing documents expiring within the next 60 days (or already expired), each with the employee’s name and how many days are left. The tab carries a count badge.
You can also search by document title, number or employee name, and filter the main list to a single employee using the All employees picker in the toolbar.

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Document types

Every document is filed under exactly one type. The type drives the icon, the tab it appears under, and the summary counts. These five values are fixed by the system (CONTRACT, ID, CERTIFICATE, CV, OTHER) — you cannot add your own type. The picker offers them as Contract, ID Document, Certificate, CV/Resume and Other.

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Adding a document

Choose Add Document (top right) to open the upload dialog. The button only appears if your role can create documents.
📷 Screenshot: Add Document dialog showing the employee picker, type, title, number, expiry date and the drag-and-drop upload area — to be added.
The dialog uploads the file first, then saves the document record once the upload succeeds.

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Fields

Drag a file onto the drop zone or click to browse. You’ll see an upload progress bar, then a green Uploaded tick. Only once the file has uploaded and you’ve chosen an employee and a type does Add Document become available.
File storage is handled by the Hitaji ERP service (the same backend behind the rest of HR and accounting), not stored in the browser. The file is uploaded straight to secure storage and the document record just holds a reference to it.

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Expiry dates and warnings

If you set an expiry date, Hitaji 360 watches it for you so a lapsing ID or certificate doesn’t slip past unnoticed.
  • In the list, the Expires column shows a small badge: Expired (in red) once the date has passed, or N days left when it is within 30 days. Documents with more than 30 days remaining show no badge.
  • The Expiring Soon stat card and the Expiring tab look 60 days ahead, so you get a longer runway than the per-row badge. The Expiring tab lists each document with the employee, the document name and the days remaining (or “Expired”).
  • On the employee profile Documents tab, each card highlights an expiring (≤ 30 days) or expired document in amber/red with a warning icon, and the tab header shows an N expiring badge.
These are on-screen indicators only — opening the page or the profile tab is what surfaces them. There is no automated email or push reminder for an expiring HR document today; treat the Expiring tab as a list to review periodically. (Contrast this with overdue-invoice reminders in accounting, which do run a nightly digest.)

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Viewing, downloading and deleting

Each row (and each card on the profile tab) has three actions:
  • View (eye icon) — opens the file in an in-app viewer without leaving the page. Clicking anywhere on a row in the main list also opens the viewer.
  • Download (arrow icon) — saves the file to your device under its title or type/number.
  • Delete (bin icon) — removes the document after a confirmation. The delete button only shows if your role can delete documents.
Deleting asks you to confirm and warns that it cannot be undone. Behind the scenes the document is soft-deleted (kept in the database but hidden), so it disappears from every list but isn’t physically purged.

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On the employee profile

The same documents appear on each person’s profile under the Documents tab, grouped by type with a count per group (e.g. Contract · 2). From there you can Upload a document for that one employee (the employee is pre-selected), view, download or delete, and the tab header flags how many of their documents are expiring. It is the natural place to manage one person’s paperwork; the /hr/documents page is the place to see everything across the business at once. See The employee profile & its tabs for the rest of the profile.

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Multi-business scoping

HR documents don’t carry a business of their own — their business is inherited from the employee’s employment contract(s). With a business selected in the switcher, the system fails closed:
  • A document whose employee is not contracted with the selected business is treated as not found — it can’t be read, edited or deleted from another business. This keeps one business’s staff files invisible to another.
  • An employee who has no contract anywhere (a freshly created record, not yet contracted) is tenant-shared, so their documents stay visible to whoever is setting them up.
The practical effect: if a document you expect to see is missing, first check you have the right business selected.

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Permissions

⚠️ Current state: The document API authorises on the coarse hr:read / hr:write / hr:admin slugs above, but the web page decides whether to show the Add Document and Delete buttons based on finer hr-documents:create / hr-documents:delete slugs. For most roles the two line up, but they are not the same gate — a role granted hr-documents:create without hr:write would see the Add button yet have the save rejected by the API (and vice versa, a role with hr:write but not hr-documents:create wouldn’t see the button at all). This mismatch is flagged for the team to reconcile.