Personal Files
A Personal File is a document for one employee, kept on their profile: a letter of offer with their own pay and hours, a position description, a performance review or a disciplinary letter. You complete it for them, publish it, and the employee reads and signs it from their Employee Console.
| Required plan | All plans |
|---|---|
| Required access | HR - Full or HR - Config |
This guide covers how to:
- Issue a Personal File to an employee.
- Choose whether they sign it.
- Publish it.
- Follow how the employee signs it.
- Manage an employee's files.
Issue a Personal File to an employee
- Open the employee's profile and go to Personal Files.
- Click the + button.
- Under Create from, choose Blank File, one of your templates or a Microkeeper template, or a file you've already issued to this employee.
- Check the Title and Category, and click Add Personal File.
The file opens as a Draft, which the employee can't see. A template's variables, such as {firstname}, are already filled in with the employee's details. Complete the parts that are theirs alone, such as their usual hours, add any attachments, set the Category and Action, and click Save.
| Category |
|---|
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To write a document once and issue it to anyone, make it a template. See Personal File Templates.
Choose whether the employee signs a Personal File
The Action decides what the employee does with the file:
| Action | What the employee does |
|---|---|
| Reference Only | Reads it. No signature is needed |
| Sight and Sign | Reads and signs it |
| Critical | Reads and signs it, and can't clock on until they do |
| Admin Only | Nothing: it's hidden from the employee, for HR's own records |
Publish a Personal File
Set Status to Published. The file needs a title, a category, and document content or an attachment. Unless it's Admin Only, the employee is emailed that they have a file to complete.
Archived hides a file from the employee and from the profile's list.
How an employee signs a Personal File
The employee opens the file from their Employee Console, under Skills & Files, where it shows as To Complete, or Critical.
- They read the document, and open each attachment.
- They click Sign Document, draw their signature and click Save.
- They tick the declaration and click Submit.
The file then shows as Complete for them, and the profile shows the date it was signed. Once it's signed, its content can't be changed: you can only change its Category and Status.
Manage an employee's Personal Files
The Personal Files list on the profile shows each file's Title, Category, Action, Status, and the date it was signed, or Unsigned. From a file's menu you can:
- View it as the employee sees it.
- Edit it.
- Export a copy.
- Create Template From it, to issue to others.
- Archive or unarchive it. Click Show Archived to see archived files.
A manager can only open the files of staff they manage, and not those of staff with HR, Payroll or Settings access, unless they have Payroll and Settings access too.