Staff Documents

Generate official letters, upload and manage documents, deliver securely via OTP, and configure expiration alerts.

Document Generation

Workforce Intelligence includes a powerful document generation engine that creates official HR letters using your organization's branding and pre-configured templates. Navigate to Workforce > Documents > Generate Letter.

Available Letter Types

• Offer Letter — Employment offer with position, compensation, start date, and terms. Includes acceptance signature line.
• Query Letter — Formal query to staff regarding misconduct or policy violation. Includes response deadline and consequence notice.
• Promotion Letter — Notification of promotion with new title, grade, compensation adjustment, and effective date.
• Termination Letter — Employment termination notice with reason, last working day, severance details, and asset return instructions.
• Transfer Letter — Notification of branch or department transfer with effective date and reporting structure changes.
• Warning Letter — Formal warning for performance or conduct issues with improvement expectations.
• Confirmation Letter — Confirmation of employment after probation period completion.

Generating a Letter

1. Select the letter type from the dropdown
2. Choose the target staff member (auto-fills their details)
3. Fill in letter-specific fields (e.g., new salary for promotion, reason for query)
4. Preview the generated letter with your organization letterhead
5. Click Generate PDF to create the final document
6. Optionally click Deliver to Portal to send directly to the staff member's self-service portal

Upload Documents

Upload any document to a staff member's profile for record-keeping:

1. Navigate to the staff member's profile > Documents tab
2. Click Upload Document
3. Select the document type (see Document Types below)
4. Choose the file (PDF, JPG, PNG, DOCX — max 10MB)
5. Add an optional description or notes
6. Set expiry date if applicable (e.g., professional license)
7. Click Upload

Portal Delivery via OTP

Sensitive documents can be delivered securely to a staff member's self-service portal with OTP verification:

1. From the document list, click Deliver to Staff
2. The system sends a 6-digit OTP to the staff member's registered phone number
3. Staff member logs into their portal and enters the OTP to access the document
4. Document becomes available in their portal's Documents section

This ensures confidential documents like offer letters, payslips, and disciplinary notices reach only the intended recipient.

Expiring Document Alerts

For documents with expiry dates (professional licenses, certifications, work permits), the system provides automatic alerts:

• 90 days before expiry — Yellow warning notification to HR admin
• 30 days before expiry — Orange alert with email notification to both admin and staff member
• 7 days before expiry — Red critical alert with daily reminders
• Expired — Document marked as expired; compliance reports flag the staff member

Document Types

Configure document categories in Settings > Document Types. Default types include:

• Offer Letter
• Employment Contract
• National ID
• Professional License
• Educational Certificate
• Medical Certificate
• Tax Document
• Disciplinary Record
• Performance Review
• Training Certificate

You can add custom document types to match your organization's specific needs. Each type can be marked as "requires expiry date" to enable automatic alert tracking.