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How does the digital employee file work?

Store contracts, certificates and IDs securely in one place

 

This article is for: Standard user, Manager, Admin, Account owner
This feature is available in: Web app, Desktop app, Mobile app (view-only)

The digital employee file stores contracts, certificates, IDs and other documents centrally in TimeTac, with GDPR-compliant storage on servers in the EU, accessible only to authorised people. Employees open their own file from the profile menu; Managers and Admins also find it under Company > Documents.

Contents


Where do I find my documents?

Access to your documents depends on your role. Standard users see only their own file; Managers and Admins also see the files for their team or the whole company.

  • Via the profile menu in the top right: My documents. You see only your own file here.
  • As a Manager or Admin, also under Company > Documents. Use the All users filter to choose whose file to view.
  • Directly from the user list: under Company > Users, open the actions menu for the person you want and select Documents. The list opens already filtered to that person.

Uploading a document

You upload a PDF directly from your device — up to 20 MB per file. TimeTac takes the title from the file name, and you can adjust it at any time.

Follow these steps

  1. Navigate to Documents and click Upload document.
  2. Drag the PDF file into the upload field, or click to select it.
  3. Choose a category from the dropdown. The matching date fields appear depending on the category — Issue date, Valid from, Valid until, or Period. Required fields are marked.
  4. As a Manager or Admin, also choose the person the document is for.
  5. Click Upload.

Tip: You can upload up to 20 PDF files at once, each up to 20 MB. Simply drag several files into the upload field. The category then applies to all files. You can set the person and the dates differently for each file.

Categories, dates and expiry

Available categories are Employment contract, Payslip, Certificate/licence, ID/permit, and Other. The date fields that appear depend on the category:

  • Employment contract: Valid from, with optional Issue date and Valid until
  • Payslip: Period
  • Certificate/licence and ID/permit: Valid until, with optional Issue date
  • Other: no date field

Warning: Only Admins and Account owners can upload payslips — the category doesn't appear for any other role, not even Managers. Payslips are visible only to these two roles and the affected employee; Managers never see them, even for their own team.

Documents with a Valid until date automatically get a status: Active, Expiring soon (within 30 days), or Expired — so you see at a glance what needs renewing. Payslips have no expiry date and stay Active permanently.

Searching,

filtering,

and grouping

  • Use the free-text search to find documents by title, category, affected person or person who uploaded the document.

  • Use the status filter to show documents that are Active, Expiring soon, Expired or Archived. By default, the list shows all non-archived documents.
  • Group the list by category or, as a Manager or Admin, by user.
  • With All users you can filter by users.
  • Under More, you can filter by category or period.

Opening, editing, archiving or deleting a document

Click a row to open the document in a new tab. Find further actions in the actions menu at the end of the row: Edit, Download, Archive/Restore and Delete.

Info: Archiving hides a document without deleting it — you can restore it at any time. Deleting removes the document permanently.

An uploaded PDF can't be replaced: you can edit the title and dates, but not the file itself. Upload the corrected document again and archive the old version.

Who can see and edit what?

  • Standard users see their own file and edit only documents they uploaded themselves.
  • Managers see and manage their team's files.
  • Admins have access to all documents.
  • Only Admins and Account owners can upload, edit and archive payslips. Employees see their own payslips, but Managers never see this category, even for their own team.

You now know how to manage your documents in TimeTac's digital employee file.