Store, request and track employee documents in one place
RootHR’s Document Management feature gives UK employers one central place to store staff documents, manage requests, track expiry dates and maintain document history all connected to the wider RootHR platform.
What is HR document management?
HR document management helps employers store, organise and track employee records, including contracts, Right to Work evidence, visa details and training certificates.
UK employers must keep accurate records to meet legal and compliance duties, particularly for sponsored workers.
RootHR keeps documents in one place, with requests, version history, verification and expiry tracking. HR teams can quickly spot missing documents and keep records up to date.
Keep every employee document in one place
RootHR brings employee documents, upload requests, version history and expiry information into one organised record for every member of staff.
Document requests
Request missing employee documents with a due date, priority and clear instructions.
Expiry tracking
Track relevant document expiry and follow-up dates so your team knows when action is needed.
Version history
Keep earlier document versions while making the latest uploaded copy easy to identify.
Full audit trail
Review document activity by employee, document type, action and date.
How employee documents are managed
Four straightforward steps help your HR team collect, verify and maintain employee documents.
Choose your document categories
Enable the document categories your organisation needs and disable those that do not apply. Set temporary exclusions where appropriate.
Request missing documents
Send employees document requests with a due date, priority and custom name, so they know exactly what to provide and when.
Review and verify uploads
Reduce repetitive administration with reminders, checks and notifications that help teams keep work moving.
Track versions and expiry dates
Keep previous versions when documents are replaced, monitor relevant expiry dates and maintain a record of document activity.
Every control your document process needs
Requests, categories, verification, versioning and templates — this is the full set of controls your HR team gets, not a highlights reel.
Document requests
Request employee documents with a due date, priority and custom name, making outstanding paperwork easier to manage.
Custom document categories
Enable or disable document categories at company level so employees only see the document types relevant to your organisation.
Temporary exclusions
Set time-bound exclusions for document types that do not apply to an employee during a particular period.
Searchable audit trail
Review recorded document activity and filter by employee, document type, action or date.
Document verification
Review uploaded files individually or use bulk approval when several documents need checking.
Right to Work records
Keep Right to Work evidence linked to employee documents and track relevant permission or follow-up dates.
Document version control
Keep previous versions available when a newer document is uploaded, making it easier to identify the current copy.
Reusable document templates
Create your own templates or use available starter templates for common HR documentation.
View employee documents from two angles
Check individual employee records or review document issues across the organisation from the same platform.
Missing documents, per employee
See which documents are available, missing or awaiting review alongside relevant Right to Work and employee information.
Document issues, grouped and counted
Review outstanding document issues across your workforce, with document records separated from other HR and compliance matters.
Keep HR documents aligned with compliance requirements
Employment requirements can change, affecting the records and policies employers need to maintain. RootHR brings relevant legal updates alongside employee document information to help teams identify what may need reviewing.
- Keep relevant legal updates visible alongside HR records
- Review changes affecting Right to Work requirements
- Identify documents and policies that may need attention
Paper files versus connected employee records
The same employee documents, managed in two different ways.
WITHOUT ROOT HR
Documents spread across different places
- Employee records stored in shared drives, inboxes and filing cabinets
- Uncertainty over which document version is current
- Expiry dates tracked manually in spreadsheets
- Missing documents followed up through repeated emails
- Time spent collecting records when an audit request arrives
WITH ROOT HR
Employee documents organised in one place
- Keep employee documents connected to individual HR records
- Maintain document versions and identify the latest copy
- Track relevant expiry and follow-up dates
- Request missing files with deadlines and priorities
- Review document activity through a searchable audit trail
Keep employee records ready for review
When employment records are requested during an audit or inspection, employers need to find the relevant documents and supporting evidence. RootHR helps keep staff files organised, with document history and outstanding actions visible.
Document history
Keep previous versions and recorded changes available for review.
Expiry tracking
Identify relevant expiry and follow-up dates without relying on separate spreadsheets.
Audit trail
Review document activity by employee, action, date or document type.
Features connected to Document Management
Employee documents support several other HR and compliance processes. RootHR keeps these features connected to the same employee records.
Attendance & Time
Approved leave is reflected in attendance records, helping prevent a booked day off from being treated as a missing clock-in.
Rota Management
Booked leave is visible while managers build the rota, helping them avoid scheduling employees when they are already due to be off.
Overtime & Exceptions
Approved leave is accounted for in relevant working-time calculations, helping managers distinguish time off from a potential attendance shortfall.
Payroll Support
Rolled-up and termination holiday pay information can be carried through to payroll as part of the wider pay process.
Offboarding
Accrued but untaken leave can be accounted for during the employee leaving process, rather than being calculated at the last minute.
Document Management
Leave policies, employer-defined leave types and HR templates can be kept alongside the requests and processes they support.
frequently asked questions
How much document storage is available?
RootHR plans include document storage, with options to expand capacity for organisations that need more space. Available storage depends on your plan.
Can I choose which documents employees need to provide?
Yes. You can enable or disable document categories at company level and set time-bound exclusions for requirements that do not apply.
Get every staff document under control
Bring employee documents, requests and expiry tracking together in RootHR. Book a free walkthrough or register to start organising your staff records.