Uploading Employee Documents

S4labour allows users to attach relevant files to an employee’s profile. This helps managers and employees keep track of important records such as right-to-work documents, P45s, and other HR-related files.

Key Points:

• Documents can be uploaded by managers or by employees themselves.
• Uploads are done via the desktop version of S4labour or the S4 Connect app.
• Visibility settings allow control over whether employees can view uploaded documents.

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How to Upload Documents

Option 1: Upload via Desktop (S4labour)

1. Go to the employee profile and select the Documents tab.

   

2. Click Add one now or Add a document under the “Documents held for this employee” section.

3. Choose a document category from the dropdown list.

   

4. Upload the file from your PC by clicking 'Select File'.
5. Add a description to help identify the document and note any expiry date.
6. Tick Visible to employee if you want the document to be viewable in the S4 Connect app.

Tip: Use clear naming and expiry dates to simplify future reviews.

Option 2: Upload via Mobile (S4 Connect App)

1. Open the S4 Connect app and tap Documents at the bottom of the screen.

   

2. Tap Add in the bottom-right corner.

3. Choose a document category: P45, Miscellaneous, RTW (Primary), or RTW (Secondary).

   

4. Upload a file by:
   • Taking a photo,
   • Selecting an existing image,
   • Or choosing a file from your phone.
5. Enter a name and expiry date (if applicable), then tap Save.

Why Use Document Uploading?

• Ensures employee records are complete and up to date.
• Allows employees to submit key documents directly via the app.
• Improves compliance and visibility of important HR files.

Document Expiry Reminders

Document Expiry Reminders notify Level 3 users when an employee document is nearing its expiry date. Once enabled for an organisation, reminder emails are sent automatically based on the expiry date stored in the system, with a configurable notification period of up to 90 days. This helps ensure that key documents are reviewed and updated on time.

To enable Document Expiry Reminders for your organisation get in touch with your Customer Success manager.

Frequently Asked Questions

Q: Who can upload documents to an employee profile?
A: Users with access levels 2+, 3, 4, or 5 can upload via desktop. Employees can upload certain documents via the app.

Q: Can employees see all uploaded documents?
A: Only documents marked as “Visible to employee” will appear in the S4 Connect app.

Q: What types of documents can employees upload?
A: P45s, Miscellaneous, RTW (Primary), and RTW (Secondary).

Q: Can expiry dates be added to documents?
A: Yes, expiry dates can be added during upload to help track renewals.

Q: Can I set different reminder periods for different document types?
A: No. Only one reminder period can be set per organisation. All document expiry reminders will use the same notification timeframe selected in the settings.