Overview

Managing employee paperwork is one of the most important but time-consuming responsibilities for HR and People teams. Worknice makes it easy to stay compliant, reduce admin, and give employees a smooth experience by bringing all paperwork into one central system.

This article provides a high-level overview of what paperwork is in Worknice, why it’s valuable, and the key elements you’ll use day to day.

What is paperwork in Worknice?

Paperwork in Worknice is a centralised way to collect, store, and track the documents, forms and certifications your workforce needs. Whether it’s compliance paperwork, training records, or licences, Worknice helps ensure the right documents are always up-to-date and easy to access.

Instead of juggling spreadsheets, emails, and filing systems, Worknice brings everything together so you know exactly who has provided the required paperwork, what’s missing, and what’s expiring.

Benefits of using paperwork

• Stay compliant and reduce risk
  Automatically track licences, certifications, and other mandatory paperwork, so nothing slips through the cracks.

• Save time and eliminate manual chasing
  Worknice automatically reminds employees when something is missing or expiring, freeing HR from repetitive follow-ups.

• Get full visibility
  See, at a glance, the status of all employee paperwork—what’s valid, missing, or expired—without having to piece it together yourself.

• Create a better employee experience
  Employees can easily upload documents themselves, reducing back-and-forth and making the process faster and clearer.

Primary elements of paperwork

Here are the main ways you’ll interact with paperwork in Worknice:

1. Paperwork Types
   Define the categories of paperwork you want to collect such as contracts, job descriptions, policies, licences, training certificates, remuneration change letters. Create any paperwork type you want.

2. Paperwork Templates

   Templates sit within the paperwork type, and are your one or more versions of that type that you can generate and request from people.

3. Employee Profiles
   Every employee has a profile where their paperwork is stored and tracked. You can instantly see the status of documents for each individual.

4. Paperwork Management
   Easily manage all paperwork in one place. View what is missing, expired, in prgress, requiring approvals and more.

5. Compliance Status
   View organisation-wide reports to quickly identify which documents are missing, expired, or valid.

6. Notifications & Reminders
   Worknice automatically chases employees for you, sending reminders when paperwork is overdue or about to expire.

7. Self-Service Uploads
   Employees can securely upload their own documents, removing the burden from HR and keeping records up to date.