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Employee Documents

Keep every employee's paperwork in one place: contracts, IDs, licences, and reviews. Set an expiry to get an alert before a document lapses, and share a copy to the employee's self-service portal. This area was previously called HR Documents.

Employee Documents are for HR and admins.
HR›Employee Documents

Storing a document

1

Open Employee Documents

HR›Employee Documents
2

Upload the file

Choose the employee, pick a category (contract, ID, licence, medical, qualification, review), and upload. Add an expiry date for anything that lapses, such as a work permit or a driver's licence.
3

Share to ESS if needed

Toggle a document as visible to the employee and it appears in their self-service portal. HR and admins always see every document; the employee only sees the ones you share.
Set expiry dates as you upload. Documents with an expiry feed the compliance view and trigger an alert before they lapse.

Bulk upload

Use Bulk upload to bring over many files at once. Name each file with the employee number (for example EMP-1019 contract.pdf) and Soundial matches it to the right person. Anything it cannot match is listed so you can place it by hand.

Company Vault

The Company Vault holds company-wide records that are not tied to one person: policies, certificates, licences, and registrations. Open it from the Company Vault button on the Employee Documents page. Like employee documents, company records can carry an expiry so you are reminded before they lapse.

Document compliance

Doc Compliance reads every document's expiry date and shows what is expiring soon or already expired, grouped by department, so you can chase renewals before they become a problem. Department-level trend tracking is a Pro feature.

Storage

Employee documents and the Company Vault share one storage pool, 25 GB by default. The Vault settings page shows how much is used across both. Usage is measured from the actual files, so it is always accurate.

Standard and Pro tiers

Standard covers storing documents, expiry alerts, ESS sharing, the Company Vault, and the compliance view. Pro adds OCR to read certificate data, automatic employee matching and expiry detection, AI classification, search inside document contents, and compliance trend tracking.

Pro is a Soundial-managed plan. On the Vault settings page, use Request Pro and Soundial activates it for you. There is no self-serve switch.

Who can manage documents

Managing Employee Documents and the Company Vault is limited to HR Manager, HR Clerk, and Company Admin. Employees see only the documents shared to their own portal.