Activ Documents

Activ Documents

Activ Docuements logo

Introduction

Activ Documents can be added to Activ Absence or Activ Appraisals to give your administrator access to employee documents library that stores your confidential employee documents and records securely off-site.

 

This add-on is only visible to your HR team and gives the benefit of a completely paper free office for a small extra cost per employee.

Benefits

Key Benefits for HR

  • Store CV’s and Job Applications
  • Store Interview Notes
  • Store Employee references and DBS checks
  • Store Driving License, Passport & Visa (and track expiration dates)
  • Evidence of qualifications
  • Store and track documentation required for specific job roles.
  • Security clearance documentation
  • Record Meeting Notes
  • Store grievance and disciplinary records

Key Benefits for Employees

  • Access contract of employment
  • Access employee benefit documents
  • Access pay slips

Benefits

Key Benefits for HR
  • Store CV’s and Job Applications
  • Store Interview Notes
  • Store Employee references and DBS checks
  • Store Driving License, Passport & Visa (and track expiration dates)
  • Evidence of qualifications
  • Store and track documentation required for specific job roles.
  • Security clearance documentation
  • Record Meeting Notes
  • Store grievance and disciplinary records
Key Benefits for Employees
  • Access contract of employment
  • Access employee benefit documents
  • Access pay slips

Features

Features

A powerful HR confidential documents and records system.

Activ Documents can be added to Activ Absence or Activ Appraisals to give your HR team and administrators access to a documents library that can store confidential employee documents and records securely off-site linked to their employee personnel file

This digital document storage add-on is only visible to your HR team and provides the benefit of a completely paper free office for a nominal extra cost per employee.

Digital storage of personnel files

Example 1 – if you have employees who are drivers for your organisation, then you would need to hold evidence of their driver’s license, vehicle insurance etc. These documents can be uploaded together with any applicable dates such as insurance expiry date. You can also configure reminder notification emails to let you or your managers know that a document is due to expire and needs renewing.

 

Example 2 – if you have an employee who has received a disciplinary procedure, then you would need to keep a full audit trail of the incident together with any associated communications and the outcome with disciplinary actions. In this scenario you could use the expiry date to prompt a review of the improvements in the employee’s performance

 

There is no restriction on the type of documents you store so that you can upload Word or PDF documents, Excel files, photographs and even recordings of meetings held with the employee. Activ Documents also has a ‘reporting’ function that enables HR to see at-a- glance what documents are stored and if there are any outstanding for each employee.

Pricing

Initial set up fee from £199

Dependent on modules required and number of staff

Number of staff: 1-10

£0.75 price per employee/month *

A core module (Absence or Appraisal) is also required for this product
* price based on annual contract

£7.50 price per employee/month *
Activ People HR Software Suite price

* price based on annual contract

Activ Absence Logo Activ Appraisals Logo Activ Training Logo Activ Handbook Logo Activ Timesheets Logo Activ Documents Logo

FAQ's

  • Is it easily accessible to upload documents?

    Yes. The HR team and administrators access employee personnel file to store confidential employee documents and records securely off-site. 

  • Can we store any file format online?

    Yes. There is no restriction on the file format of documents you store so that you can upload Word or PDF documents, Excel files, photographs and even recordings of meetings held with an employee.

  • Can we store any document types for an employee?

    Yes. Store any numbers of different employee specific documents including CV’s and job applicationsinterview notes, employee references and DBS checks, driving license, passport & Visa (and track expiration dates), evidence of qualificationsdocumentation required for specific job roles, security clearance documentationmeeting notes and grievance and disciplinary records. 

  • Can we be informed when documents are due to expire?

    Yes. You can configure reminder notification emails to let you or your managers know that a document is due to expire and needs renewing. 

  • Can we give access to employees to view any documents?

    Yes. Employees can be granted access to documents that HR may deem relevant e.g. contract of employment, employee benefit or pay slips. 

  • Can we report on what documents are stored on an employee?

    YesThere is a ‘reporting’ function that enables HR to see at-a- glance what documents are stored and if there are any outstanding for each employee. 

  • When an employee leaves will all the documents be deleted?

    Yes. When an employee leaves the organisation, their employment profile and all documents stored will be moved to a system archive area. The data retention period can be defined for the purpose of GDPR and all data deleted on the defined date. 

  • What is the difference between Activ Documents and Activ Handbook?

    Activ Documents are documents stored against a specific employee, they are treated as confidential and access is restricted to the HR team and where appropriate the employee. Activ Handbook allows you to publish documents for your employees to read and track who has acknowledged that they have read and understood the each of documents. 

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