The contract lives on the person's record. The policy goes out to everyone with a due date and a real answer to 'who's actually read this?'. Two different jobs — HollyHR does both properly instead of blurring them into one magic library.
HR document management software keeps employment files against the right person's record and gives a team a controlled way to distribute shared documents such as policies. HollyHR handles those as two separate jobs today: profile documents can be uploaded privately or saved as HTTPS links, while a company document link can become a compliance requirement assigned to everyone, a department or one person, with an open-before-acknowledge record.
Keeping those two jobs separate is a feature, not a gap. An uploaded contract never silently becomes a company-wide requirement, and the compliance list only contains things someone actually assigned — so both surfaces stay trustworthy. Vendors that promise one all-in-one library usually deliver one confused one.
Personal paperwork stays with the employee record. Shared policies get a scope, a due date and dated acknowledgement evidence. Clear access rules join the two.
Add up to ten contracts, certificates, payslips or other supported files at a time, each up to 10 MB, or save an existing HTTPS document link. Give each item a fixed document type, a useful name and an issue date so it is found from the employee record rather than an inbox search.
Profile files sit in private storage — nothing public, ever. When someone with the right access opens one, HollyHR logs the access and issues an attachment-only download link that dies after 60 seconds. A leaked link is a dead link.
Create a requirement from a permitted HTTPS link, choose everyone, a department or one person, and set the due window. The employee must open the document before Acknowledge is enabled; HollyHR records who did both and when.
A System Admin export includes document metadata and the uploaded files (25 MB per file, 100 MB overall), with a manifest that says exactly what was included, what was skipped and why. No lock-in theatre — your files leave when you do; external links stay metadata because HollyHR does not own the remote file.
Employee paperwork can be uploaded privately or saved as an HTTPS link on the person's profile. A company policy starts as a permitted HTTPS link, gains a scope and becomes a separate read-and-acknowledge requirement.
The assigned employee opens the document through HollyHR before the acknowledge action is enabled. HR and System Admins can then review current completion and the person-level evidence without calling a mutable link an electronic signature.
Profile-file access follows a fixed role policy, the public API returns metadata rather than bytes, and the organisation export states which eligible uploaded files were included or skipped instead of promising the impossible.
HollyHR gives a small team a dependable place for employee files and a measurable open-and-acknowledge path for linked company documents. Choose a broader document or contract platform today if the missing workflow is essential.
You can upload up to ten files at a time, each up to 10 MB. Supported types include PDF, Word, Excel and PowerPoint files, text and CSV, JPG, PNG and GIF images, plus ZIP and RAR archives. HollyHR also lets you save an external profile-document link when the URL uses HTTPS and passes its host checks.
The employee manages their own. HR and System Admins manage the organisation's. Managers get no automatic access to a direct report's profile files — deliberately. Compliance visibility is separate: its read model covers a manager's own and current direct reports' requirement states, and the manager page today leads with their personal action list.
Private AWS London storage with public access blocked, structural file-format verification before anything is stored, collision-proof keys, audited access, and download links that expire after 60 seconds. One honest limit: these checks verify structure, they are not antivirus — a quarantine scanner is on the roadmap above.
It records that the employee opened the document before Acknowledge became available, who acknowledged and when, and audits the trail. What it doesn't yet do is freeze a copy of the document itself — so for signature-grade evidence on a document that changes, keep a versioned copy until document versioning ships (roadmap above).
A company requirement can carry an expiry date and active person states are evaluated when the compliance data is read, including expiring and expired states. That does not cover ordinary profile documents, acknowledged and waived states remain stable, and automatic email reminders are not shipped. A unified renewal workflow is on the roadmap.
It includes available uploaded binaries when each file is no more than 25 MB and the export remains within its 100 MB binary limit. A manifest records which uploaded files were included or skipped and why. External links remain in document metadata because HollyHR cannot export a remote provider's file bytes.
An API key with documents:read can list active-member profile-document metadata such as the person, name, category, file type, size and timestamps. It does not return file content, download links or the separate compliance records.
Not yet — provider-backed e-signature and Google/Microsoft document sync are roadmap items above, and nothing on this page dresses internal foundations up as live integrations.
The whole core product, no card, no trial clock — with a broad self-service organisation export if you ever want to leave.
Related: People records · Onboarding · Data export