The importance of records management.
Weplanify aims to tackle the problems of scattered documents, recurring oversights and wasted time by providing a dedicated document space for every employee in your organisation. All files are grouped together in one place and accessible in just a few clicks, making it easier to view, monitor and update HR files on a daily basis.
Centralising your employees’ documents in a single tool offers several tangible benefits for your organisation:
- Time savings: no more searching for a contract in a shared folder. Everything is accessible from the employee’s profile in a matter of seconds.
- Fewer errors: a single space prevents duplicates, outdated versions and misfiled documents that can lead to administrative errors.
- Better control: you know at all times which documents are in each file, which are missing and which are due to expire.
- Easier compliance: in the event of an internal audit or inspection, all documents are immediately available, organised and traceable.
- Simplified collaboration: multiple HR managers can access the same files without the risk of files being lost or overwritten.
What you will see on the screen
In the top right-hand corner, a global counter shows the total number of documents recorded for this employee (e.g. “0 document(s)” if no files have been uploaded yet).
Below is a complete list of the available document categories, each showing the number of files it contains.
For specific cases, each category is clickable and opens to reveal the files it contains. A ‘+ New document’ button in the top right-hand corner allows you to upload a file directly from this view.
How should you organise your HR documents?
Weplanify offers a classification system organised into several document categories. Each uploaded file is filed under the relevant category, making it possible to find any document in a matter of seconds
Document categories:
- Contracts: Employment contracts, amendments, letters of appointment, mutual termination agreements.
- Identity documents: National identity card, passport, residence permit.
- Qualifications: Academic qualifications, training certificates, academic transcripts.
- Certificates: Employment certificates, employer references, medical certificates.
- Payslips: Monthly payslips.
- Supporting documents: Proof of address, bank details, any additional administrative documents.
- Signature: Documents requiring an electronic signature.
- Image: Passport photo or any image file related to the employee’s file.
- Other: Any document not falling into the above categories.
Tip: When uploading a document, always select the most specific category possible. This will make searching and compliance checks easier.