Feature · Documents
A vault, collections, signatures, and a space where the employee helps themselves.
A document is not “an employee file”. It attaches to whatever you need (an employee, a contract, a task, a clock-in), and you find it where you need it.
Contract, payslip, ID, diploma, and your own
Private storage, every view goes through a link valid for one hour
Admin, manager, employee: checked document by document
The module in one line
File it, chase it, let them serve themselves
Filing
Folders with an icon and a colour, free tags, archiving. Every replacement creates a numbered version with its change note: history is never overwritten.
Collection
A collection asks employees or groups for the same document, with a deadline. Each document follows a short path: to upload, to review, approved, or rejected with a reason.
Self-service
The employee reads their documents, downloads their payslips, uploads what is asked of them and signs what is sent to them. From their phone, without going through the HR office.
Collection
Chasing a document stops being a chasing job
A collection replaces the list on the corner of a desk: who submitted, who sent nothing, who sent something unusable. And when it goes to a group, it follows its members: a newcomer gets the request too.
WeplanifySC| Employee | Document | Submitted | State |
|---|---|---|---|
| Awa Ndiaye | ID card | 02/09 | approved |
| Fatou Sow | ID card | 04/09 | to review |
| Moussa Diop | ID card | 03/09 | rejected · unreadable |
| Ibrahima Ba | ID card | – | overdue |
A rejection carries its reason: the employee knows what to resubmit without being told twice.
WeplanifySC| Document | Attached to | Valid until | Status |
|---|---|---|---|
| Work permit | Cheikh Gueye | 28/08/2026 | expired |
| HGV licence | Ousmane Kane | 08/09/2026 | expiring soon |
| Electrical certification | Samba Ndour | 14/03/2027 | valid |
| Fixed-term contract | Khady Mbaye | 30/09/2026 | expiring soon |
The status is updated every day, not when someone opens the screen: a document turns “expiring soon” thirty days before its end date. The counter says how many have lapsed before anyone asks.
WeplanifySCIdentity document
It stays open after approval: an employee uploads a fresh version without anyone reopening anything.
An audit six months later looks at what was true then, not at the latest upload.
The standing request
A collection you open once and never close.
An ordinary request targets a list of employees on a date. A standing request targets everyone, always, including the people not yet hired.
No list to keep up to date. Someone who joins in November inherits the request without anyone thinking about it. That is what avoids the collection you relaunch every six months.
It stays open after approval. Renewed passport, new bank details: the employee uploads a fresh version when they have it, without anyone reopening anything.
An upload creates a version, not a duplicate. The previous document stays readable with its change note. An audit six months later looks at what was true then.
Who sees what
No file is public. Not one.
This is the part of the module a director should look at. Personnel documents are the most sensitive thing a company keeps, and an HR file that leaks cannot be walked back.
Nothing opens from a guessed address. Storage is private. Every view goes through a link that expires after one hour: a link copied yesterday no longer opens today.
Access is checked document by document. A manager sees the people in their groups, an employee sees their own. The check is not done at the page entrance but on each file.
The confidential mark overrides everything else. A document marked confidential is visible only to the person concerned. Even a manager legitimately attached to them does not see it.
Every view leaves a trail. Who opened it, when, from which address and which browser. That is what turns a suspicion into a fact.
An external link stays under control. Sending a certificate to a bank does not mean giving the bank an account: a sharing link, with a password if you want, an expiry date and a maximum number of downloads.
Confidential: visible only to the person concerned. A legitimately attached manager does not see it either.
Sending a document to a bank does not mean giving the bank an account.
In detail
What the module can do
E-signature
A PDF to sign in four steps: the document, the signers, where each one signs, sending. Everyone signs in the app or through a link, with no account, even someone outside the company.
Tracking and proof
You see who has signed, and you chase the late ones in one click. The signed copy is filed on the employee’s record, with a proof page: date, time, IP address, document fingerprint.
Filed next to what it proves
A file attaches to an employee, a contract, a task or a clock-in. The evidence lives beside what it proves.
Old versions stay
Every replacement is a numbered version with its change note. You follow the thread; nothing is overwritten.
Folders and tags
Icon, colour, description, archiving. Plus free tags for the groupings a tree cannot hold.
Per-file rights
Downloadable or not, deletable or not by the employee. A contract is not deleted like a memo.
One “To do” page
Documents to review, signatures in progress, expired documents to request again: everything awaiting a decision, in one place.
The employee’s space
Their documents, the documents they owe, their payslips and their signatures, in their app, without going through HR.
What we do not claim to do
No automatic reading of documents, no signing outside PDF
Staff documents are not read by a machine: someone on your side opens each one, approves it, or rejects it with a reason. Only PDFs can be signed. And a company document, such as an insurance certificate, is renewed by hand: only documents attached to an employee can be requested again in one click. We would rather say so here than in a kick-off meeting.
The other modules
Run a collection on a document you are chasing.
One is enough to see how many come back, and how fast.