Every Employee Document. One Secure Place.
Always Accessible. Never Lost.
EZHRM stores, organises, and tracks every employee document — offer letters, contracts, certificates, and compliance records — in a searchable digital vault with expiry alerts and audit trails.
Why Employee Documents Are Always a Problem
Paper files, email attachments, and Google Drive folders make employee documents impossible to find, manage, or audit
Documents Scattered Everywhere
Offer letters in email, KYC in Drive, certificates on a shared folder, contracts printed in a file cabinet. No single place to find what you need in a hurry.
Expiry Goes Unnoticed
Passports, visas, certifications, medical fitness certificates, and contract end dates expire without notice. HR discovers expiry during audits — too late to act.
No Access Control
Sensitive documents — compensation letters, performance improvement plans, medical certificates — are accessible to anyone who has the shared drive link.
Audit Panic
Labour inspectors and statutory auditors ask for employment records, wage registers, and compliance documents. HR spends days collecting documents that should be instantly accessible.
Manual Document Collection
HR chases employees for updated documents — new address proof, renewed certifications, updated bank letters — through WhatsApp with no tracking of what was received.
Printing and Physical Storage
Physical files cost money, require physical space, and are destroyed in fires or floods. Digitising legacy files is a project that never gets done.
Digital Document Management Built for HR
From employee onboarding documents to statutory compliance records — organised, searchable, and secure
Centralised Document Vault
All employee documents stored in one searchable location. Find any document for any employee in seconds by name, type, date, or department.
Expiry Alerts
Set expiry tracking for passports, visas, certifications, medical certificates, and contracts. Automated reminders are sent to HR and the employee before expiry.
Role-Based Access Control
Define who can view, upload, or download each document type. Sensitive documents like salary letters and disciplinary notices are visible only to authorised HR personnel.
Employee Self-Upload
Employees upload their own documents via the EZHRM portal — address proof updates, renewed certifications, bank letters. HR approves and it appears in the vault.
Compliance Document Tracker
Track statutory compliance document completeness across your workforce — who has submitted KYC, nomination forms, and PF documents — and follow up on gaps.
Audit-Ready Export
Generate complete employee document packages for audits in one click. Export wage registers, statutory forms, and employee files in formats required by inspectors.
Document Management in Four Steps
Upload or Collect
HR uploads documents during onboarding or employees self-upload via the portal. EZHRM automatically categorises documents by type and links them to the employee profile.
Organise and Tag
Documents are tagged with type, validity date, and access level. Expiry tracking is set automatically for document types that have validity periods.
Get Expiry Alerts
EZHRM sends automated reminders 30, 15, and 7 days before document expiry. HR and the employee both receive the alert — renewals are never missed.
Retrieve Instantly
Any document for any employee is found in seconds using search. Audit requests are fulfilled in minutes instead of days. No physical file digging required.
What Our Customers Say
"We had our first labour inspection last year. The inspector asked for employment records, PF documents, and wage registers for 3 years. EZHRM let us pull everything in 20 minutes. The inspector was impressed. We were relieved."
Frequently Asked Questions
EZHRM stores all employee documents — identity proofs, educational certificates, employment agreements, offer letters, NDAs, PF nomination forms, medical certificates, passports, visas, and custom document types you define.
EZHRM has role-based access control for documents. HR admins define which roles can view, upload, or download each document category. Employees can only see their own documents. Sensitive documents are restricted to specific HR roles.
Yes. The document expiry dashboard shows all upcoming expirations across your workforce sorted by urgency. Automated reminders go to HR and the employee. You can filter by document type, department, or date range.
EZHRM provides generous document storage included in all plans. Storage limits are per company and scale with your employee count. Contact EZHRM support for specific storage details based on your company size.
Yes. Employees can upload documents via the EZHRM self-service portal. Uploaded documents go into a pending state until HR reviews and approves them. Approved documents appear in the verified document vault automatically.
Put Every Employee Document in One Secure Place
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