Document Management
Every HR document, findable and access-controlled.
Offer letters, contracts, ID proofs, policy acknowledgements and statutory records stored against the employee they belong to, with expiry tracking and role-based access.
The problem
Contracts, ID proofs and policy acknowledgements sit in folders organised by whoever filed them.
What it costs
Producing a document for an audit means searching a shared drive, nobody can say who has access to what, and contracts and licences lapse because nothing was watching the dates.
How HRZyra handles it
Documents stored against the employee they belong to, with role-based access, audit logging and expiry tracking — so retrieval is a lookup rather than a search, and lapses are caught before they happen.
What changes
Retrieval is a lookup rather than a search, lapses become a calendar item rather than a compliance incident, and who saw what is answerable.
Core capabilities
- Employee document vault with role-based access and audit logging
- Expiry tracking for contracts, visas, licences and certifications
- Bulk letter generation from templates — offers, confirmations, relieving
- Policy publishing with read acknowledgement tracking
- Retention rules that satisfy statutory record-keeping requirements
How it works
The sequence a team actually follows, month to month.
- 1
Collect
Documents gathered at onboarding or uploaded later, against the right employee record.
- 2
Control access
Who can view or download is set by role, and every access is logged.
- 3
Generate letters
Offers, confirmations and relieving letters produced in bulk from templates.
- 4
Track expiry
Contracts, visas, licences and certifications flagged ahead of their end date.
What changes for the business
Retrieval instead of search
Documents live on the record, so producing them for an audit is quick.
Lapses caught early
Expiry tracking turns a compliance risk into a calendar item.
Access is provable
Role-based control plus logging answers who saw what.
Connects with
All integrations →- Google WorkspaceSSO & calendar
- Open APIREST API and webhooks
Works with
These modules share the same employee record, so data moves between them without an export.
Who uses this most
Common in
Document Management — common questions
Can we collect documents before someone joins?
Yes. Pre-joining upload and verification checklists, plus UAN, ESIC and bank detail collection, so the first payroll cycle runs correctly and day one is not spent on forms.
How is access to salary data controlled?
Access is role-based, and every change to salary or employee data is logged with who made it and when. Document access is controlled and logged the same way.
How are clinical registrations and licences tracked?
Council registrations, licences and certifications are held against the employee with expiry dates, and flagged ahead of renewal — so a lapse is caught before it becomes a regulatory problem.
Ready to fix payroll for good?
See HRZyra run against your own salary structures, attendance rules and statutory obligations.
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