Documents & letters

Central document storage for everyone, with search and filters by category, company, department and status. HR uploads many documents at once (matched via employee number or name in the file name), requests documents, reviews uploads and sets visibility and read confirmation via bulk actions.

Downloads the selected readable documents as a ZIP, preserving the folders per person and file names.

Creates an employment contract from the company’s templates (contract type, pay type, expenses, probation, workload) and exports it as PDF or Word. From the menu you choose the person from the employees; from the personnel file the person is already filled in. It is step 2 of 5 in the joining process.

Creates the employment contract with a live preview as PDF or Word. After “Record joiner and create checklist”, the new person’s contract opens directly if you may create contracts. If saving the additional PDF to the personnel file fails, the download remains available and shows a notice. Repeating the download for the same operation retries saving without duplicate entries. Direct access and person selection use the same defaults: address, date of birth and AHV number require read permission; salary and workload come from payroll data, otherwise salary comes from the last contract and workload from the personnel file. Switching removes the previous person’s data while retaining the company and template. Before PDF export, a confirmation lists missing required details. Drafts can still be exported; Word requires no confirmation. Without an assigned contract profile, CO defaults apply: overtime with at least a 25 % supplement or time off by agreement, at least four weeks of holiday or five for persons under 20, and one month of probation for indefinite contracts. Weekly working hours must be entered explicitly; saved working time models provide suggestions. Industry allowances and attachments require a profile. Filing the PDF preserves the profile and text used. Templates do not replace legal review.

Under Settings › Documents, manage your organisation’s employment contract profile, optionally by company or department: weekly hours and working-time defaults, holidays, overtime, expenses, probation, notice periods, regulations, attachments and text modules in four languages. Profiles inherit in this order. Without customisation, general CO defaults apply. A notice with no close button asks you to review your terms; customised and FLAG profiles show a discreet notice. This is not legal advice.

An optional cover letter, off by default, can be edited before generating employment contracts, amendments, final or interim references, confirmations of employment, salary certificates, payslips, leaving documents and other HR documents. Saved templates for the company, type and language take priority. The salary certificate batch uses shared text and inserts the salutation, address and year for each person.

Creates an interim reference, reference letter or employment confirmation with suggested ratings from the latest review and text suggestions. References go through draft, review and approval with versions; approved versions are filed as PDF or DOCX in the personnel documents.

A reference can only be approved by someone other than the author of the latest revision (customer setting, on by default). The suggested grades come from the most recent review confirmed by both the person and their line manager; if there is none, the most recent unconfirmed review is used with a clear notice.

Provides payslips and salary certificates as PDFs in batches. Files are matched automatically via the employee number in the file name; once published, employees see them in the app and portal under “My documents”.