- Documents
- GDPR compliance
- Employee requests
Employee document storage.
Say goodbye to binders and file chaos. Everything is secure, organized, and accessible from anywhere.
Capterra 4,8 ★★★★★ 100 000 użytkowników
For years, we've been helping companies streamline their HR processes.
Document confirmation
Add document files and collect confirmation from employees that they’ve read them.
Without HRnest
With HRnest
- GDPR
- Secure access
GDPR compliance and data security
The system meets GDPR requirements and runs on secure Microsoft Azure servers. You have full control over who can access which documents. All actions are logged, and data is encrypted and automatically archived.
Dopasuj rejestrację czasu pracy do swojej firmy
Sprawdź, co możesz usprawnić z HRnest.
- One source of truth
All employee documentation in one place
Contracts, medical checks, trainings, equipment, and skills – all stored digitally in one system. Assign documents to employees, filter by any criteria, and export to Excel. No more binders, no more chaos.
- Access management
Full control over document access
You decide who sees what – whether it’s an employee, a manager, or the HR team. You can assign documents to individuals, departments, or the entire organization. Set access permissions once, and the system takes care of the rest. No accidental access.
- Notifications
Automatic reminders for important deadlines
A medical check or contract is about to expire? HRnest will remind you in advance. You set your own alerts and can be sure nothing gets missed – by you or your employees. One system, no stress.
- Document confirmation
Attachments and read acknowledgements
Add attachments directly to documents – like contracts, policies, or instructions. Employees open the file and confirm they’ve read it with one click. A simpler document workflow and smoother onboarding – without paper or endless email reminders.
- Payroll system integrations
Seamless integrations
Export data and documents to Excel, CSV, PDF, or directly to your payroll system. Integrate with external calendars to keep track of important HR deadlines. Use the API to connect HRnest with your existing tools. Save time, avoid manual work, and stay in control.
- Panele online
Dokumentacja pracowników w jednym miejscu
Umowy, badania lekarskie, szkolenia, zasoby i kompetencje – wszystko przechowywane cyfrowo w jednym systemie. Przypisuj dokumenty do pracowników, filtruj po dowolnych kryteriach, eksportuj do Excela. Koniec z segregatorami, chaos znika.
- Planowanie pracy
Pełna kontrola dostępu do dokumentów
Decydujesz, kto co widzi – czy to pracownik, przełożony czy dział kadr. Możesz przypisywać dokumenty do osób, działów lub całej organizacji. Uprawnienia ustawiasz raz, a system pilnuje reszty. Żadnych przypadkowych dostępów.
- Ewidencja i raporty
Automatyczne przypomnienia o ważnych terminach
Zbliża się koniec badania lekarskiego albo umowy? HRnest przypomni wcześniej. Ustawiasz własne alerty i masz pewność, że nic nie przegapisz – ani Ty, ani pracownicy. Jeden system, zero stresu.
- Planowanie pracy
Historia zmian i potwierdzenia zapoznania się
Każda zmiana dokumentu – dodanie, edycja, usunięcie – jest zapisana. Pracownicy mogą jednym kliknięciem potwierdzić, że zapoznali się z dokumentem. Masz pełną historię działań i porządek gotowy na każdy audyt.
- Ewidencja i raporty
Integracja z programami kadrowo-płacowymi bez przepisywania
Eksportuj dane i dokumenty do Excela, CSV, PDF lub bezpośrednio do systemów kadrowo-płacowych. Oszczędzasz czas, eliminujesz błędy i nie tracisz nerwów na ręczne klepanie danych. HRnest robi to za Ciebie.
More features. More time for what matters.
We wanted to eliminate the need for managers to juggle multiple logins and passwords just to approve employee requests. HRnest provides a centralized panel where we can efficiently handle leave management, track working hours, and stay on top of critical information without missing a beat.
HRnest definitely helps us manage HR matters. The monthly counting of requests and updating Excel sheets is over, all these HR processes have been streamlined.
Now, everything happens automatically. When a leave request is submitted, the supervisor receives an email notification, approves it, and the system transfers the information to the HR department. The situation is clear, and everyone involved in the process has access to the information at every stage.
Quick and easy HR management.
Helpful features of HRnest.
- Tutorial
- Introduction
HRnest Academy.
Master HR once and for all.
Short, clear and without coaching. Our free courses show you how to organize leave, working time and business travel. Learn whenever you have time — and only what really matters.
FAQ
How to store employee documents in compliance with regulations?
Employee documents should be stored in paper or electronic form in a way that ensures data security and GDPR compliance. Online systems help meet these requirements and make document access easier.
Which employee documents should be archived?
You should archive documents such as employment contracts, contract amendments, medical certificates, health & safety training records, working time records, employee requests, and all documents related to employment.
How long should employee documents be stored?
The storage period depends on local legal regulations. In many countries, documents must be stored for several years after the end of employment, and some documents may require longer retention for tax or legal reasons.
Can employee documents be stored in electronic form only?
Yes, electronic document storage is permitted if data integrity, availability, and compliance with labor law and GDPR are ensured.
How to secure employee documents stored online?
It's recommended to use cloud-based solutions with security certificates, data encryption, and customizable access permissions. Automatic backups and activity logs are also essential for data protection.