Document vault
Store employee and organisation documents with categories, expiry dates and access controls.
People operations · Controlled employee documentation
Create, store and retrieve HR documents with less manual handling.
Use approved templates, employee data and role-based access to manage letters, policies, proofs, certificates, contracts and acknowledgements.
No generic sales tour Built around your workflows
HR operating viewLive
Payroll inputs94%
Attendance closure8 / 10
Joiners ready12 / 14
9 manager actions overdueReview
Why this matters to the Head of HR
Document control is essential for employee service, governance and audit response. HR leaders need current templates, secure access and a traceable record of issue and acknowledgement.
Documents & Letters capabilities
Designed around the full operating workflow.
Configure the module around your structures, policies, ownership and approval model - not a generic process diagram.
Letter templates
Generate offer, appointment, confirmation, transfer, increment, experience and other letters from approved templates.
Bulk generation
Create documents for a selected employee group using validated merge fields.
AI-assisted drafting
Prepare first drafts of approved letter or policy formats for authorised HR review.
Acknowledgements
Track policy and handbook acceptance with timestamps.
Expiry reminders
Monitor expiring contracts, licences, identity documents and certificates.
Download controls
Restrict viewing, downloading and sharing based on user role.
Operational outcomes
What a well-run documents & letters process should improve.
Faster letter turnaround Fewer outdated templates Improved retrieval and audit response Clear policy acknowledgement records
Connected workflow
- Select approved templateOwner, status and history remain visible.
- Merge verified employee dataOwner, status and history remain visible.
- Route review and issueOwner, status and history remain visible.
- Store signed or acknowledged recordOwner, status and history remain visible.
A working view, not a static report
Give the team clear status and exception signals.
The example below is illustrative. Measures and thresholds should be configured around your operating definitions and review cadence.
1,284Documents stored
36Expiring soon
91%Policy acknowledged
8Letters awaiting issue
Connected modules
View all modules Documents & Letters works better when its inputs and outputs stay connected.
Core HR
Centralise employee records, organisation structures, dated lifecycle changes and policy scope so downstream attendance, leave, payroll, performance and access decisions use the same governed foundation.
ExploreOnboarding & Offboarding
Collect pre-joiner information securely, coordinate role-based tasks and move the approved new joiner into the governed employee record without claiming a native ATS.
ExploreAI HR Companion
Use permission-scoped AI on the real product screen to plan supported changes, fill approved forms, explain anomalies and assist implementation—without allowing autonomous payroll, leave or configuration decisions.
ExploreCompliance & Audit Logs
Use role and data scopes, operational audit, security events, sensitive-data access records, effective dates and controlled exports to make important actions easier to reconstruct.
Explore
Questions about implementation
Evaluate Documents & Letters in your policy context.
Use your actual workforce groups, approval paths and edge cases during product evaluation.
Can policies and approvals be configured for different locations or employee groups?
Yes. Rules can be segmented by entity, location, department, grade, employment type and other employee attributes, with role-based approvals and effective dates.
Does duoHR support e-signatures?
The document workflow is designed to support e-signature integrations and acknowledgement records. The available provider and signing method are confirmed during implementation.
Explore Documents & Letters
See Documents & Letters configured around your organisation.
Bring one representative workflow or current process challenge. The demo will show the operating path, controls and connected outcomes.