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HR Documents

Create, Personalise and Distribute 100% of Your HR Paperwork

Every single HR document, policy, letter, contract or attachment can be created, uploaded, customised, distributed, searched, signed, and stored, right within your online HR system.

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Store Unlimited Documents

Sense HR gives you unlimited storage for all your contracts, policies, letters or forms, completely removing the need for any physical paperwork whatsoever. This means you can centralise 100% of your HR documentation online, easily searchable and always available.

AI-Powered Document Management

Specially trained AI agents can help you create documents, personalise them with merge tags, distribute them to staff and even chase for signatures. Just tell AMI what you’re trying to create, and what you want to happen next – your AI assistants will work together to get the job done.

On-Document E-Signatures

All documents can be digitally signed from directly within Sense HR, using legally-recognised, ID-stamped e-sign technology to keep you compliant. You can track who is yet to sign important documents, and each signature will show on the document itself, as if it were a paper copy.

Multi-Signature Rules

Some documents need more than one person to sign it. For example, an agreement between the employer and the employee. Sense HR lets you set your own custom rules and workflows that decide who needs to sign each document before it is considered “complete”.

Smart Document Management

Create, manage, and track HR documents with custom rules and AI-powered assistance.

Write policies in seconds

Your virtual HR assistant Ami can write documents and policies from scratch. Just say what you want, and let them get to work.

Auto-personalise docs

Personalise any letter or contract using info from employee records, like name, job title, salary or length of service, with a single tap.

Read receipts

See who has received, who has read, and who has signed your different documents, helping you stay compliant.

Multi-signature

Require multiple people to sign the same copy of a single document, with our easy multi-signature technology.

Stay compliant

Track, sign and prove every document

  • Status TrackingSee who has opened or signed each document you send out, to ensure policies and contracts are being understood and agreed to. You can even set up your own custom reminder schedules to check for missing signatures and send reminders for employees to take action.
  • Mobile DocumentsGive your people easy access to HR documents like policies, payslips, letters and contracts, via the Sense HR mobile app. All documents can be checked, signed, and saved on the go, to ensure all workers are engaged and compliant – even mobile or deskless workers.
  • Version HistoryStay compliant and prove historic changes in the event of an audit, with a clean version history that shows every event associated with each document. See what edits were made, see which versions were signed, and see when changes happened and who made them.
  • HR Advice From Counsel™Share your contracts and policies with Counsel™, a dedicated AI agent who can read your company policies, check employee contract details, and look up the latest employment legislation, to help to guide you during important HR decisions for members of your staff.Meet Counsel

Discover modern document management for yourself

Book a free demo or start your free trial to discover modern document management with Sense HR

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Document management questions

Browse these frequently asked questions about HR documents

What is HR document management software?

HR document management software stores, creates and tracks every HR document in one secure place, including contracts, policies, letters, handbooks, fit notes and right-to-work evidence. Instead of paper files and email attachments, documents sit on each employee's record, can be sent out for e-signature, and show who has read and signed them.

Are electronic signatures legally binding on UK employment contracts?

Yes. Under UK law, including the Electronic Communications Act 2000 and UK eIDAS, an electronic signature is valid for most employment documents, such as contracts, offer letters and policy acknowledgements, as long as the person intends to sign. Sense HR records who signed, when, and from which account, so you have evidence if a signature is ever questioned. Some documents, such as deeds, have extra witnessing rules, so check those with your legal adviser.

What should be included in a contract of employment?

UK employers must give every employee and worker a written statement of employment particulars on or before their first day. It must cover things like the employer's and employee's names, start date, job title, pay, hours, holiday entitlement, place of work, notice periods and any probation period. Sense HR lets you build these from templates and fill in each person's details automatically from their employee record.

Can an employer change an employee's contract?

Usually only with the employee's agreement, or where the contract itself allows the change. Employers should consult staff first and must confirm any change to the written particulars in writing, no later than the date the change takes effect. With Sense HR, you can send the updated contract or a contract variation letter for e-signature and keep the full version history on the employee's record.

Do you need an employee handbook?

A handbook isn't a legal requirement, but some policies are. Your disciplinary and grievance procedures must be set out in writing, and businesses with five or more employees need a written health and safety policy. A handbook is the easiest way to keep them together. In Sense HR, you can publish your handbook, send it to everyone, and see who has read it.

Can employees get a copy of their employment contract?

Yes. Employees are entitled to their written statement of particulars, and they can ask for a copy of their personal data, including their contract, through a subject access request. In Sense HR, staff can see and download their own signed documents in the app, so they don't have to ask HR.

How long should you keep signed contracts and HR documents?

Most UK employers keep a leaver's contract and personnel documents for six years after they leave, which is the usual time limit for contract claims. Some records have their own rules, such as right-to-work checks, which should be kept for two years after employment ends. Sense HR stores every document securely on the employee record, with a clear version history for audits.

Can staff read and sign HR documents on their phone?

Yes. Staff can open, read and e-sign contracts, policies, letters and payslips from the Sense HR mobile app, so deskless and mobile workers stay compliant without needing a computer.